School Administrative Support Officer at MBIS International

MBIS International is an Early Years and Primary Education provider in Ibadan. We follow the English National Curriculum, adapted for our international context, from EYFS to Year 6. We aim to utilize the very best aspects of our international educational heritage whilst also fostering in our pupils a love of independent learning and shaping them to become truly global citizens.

We are recruiting to fill the position below:

Job Title: School Administrative Support Officer

Location: Ibadan, Oyo
Employment Type: Full-time

Job Summary

• Are you an organised, friendly, and efficient individual with a passion for making a positive impact? Do you have excellent communication skills and thrive in a dynamic, fast-paced environment? 
• Join our team at MBIS, a leading Nursery and Primary School, and become the first point of contact for our school community!
• We are looking for a School Administrative Support Officer who will play a key role in providing exceptional service to pupils, parents, staff, and visitors, while also handling vital administrative responsibilities. 
• Your professionalism, organisational skills, and warm personality will help create a welcoming, supportive, and well-managed environment for everyone.

Key Responsibilities

• Welcoming Responsibilities: Greet pupils, parents, staff and visitors with warmth and professionalism. Ensure all visitors sign in and out, and direct them to the appropriate areas or staff.
• Telephone and Communication Management: Manage a high volume of incoming calls and emails, responding promptly and courteously. Coordinate communication between staff, parents, and external organisations, ensuring everyone is informed and supported.
• Attendance and Record-Keeping: Accurately monitor and record pupil attendance, following up on unreported absences. Maintain records of late arrivals and early departures, and ensure the school database is up to date.
• Administrative Support: Provide crucial administrative assistance by photocopying, printing and laminating documents or imputing on the school portal. Organise and file pupil records, medical files, and permission forms (both soft and hard copies), and assist with the preparation of reports, letters, and school correspondence.
• Social Media Engagement: Creating and posting engaging content daily across all school social media platforms to drive and maintain a strong online presence, fostering community engagement and promoting the school’s activities and achievements.
• Event Coordination and Preparation: Help organise school events, assemblies, and parents' evenings. Assist with sending invitations, reminders, and event information. Ensure all logistics for school visits, outings, and external visitors are seamlessly coordinated.
• Supplies and Inventory Management: Monitor office supplies and stationery, and ensure that the reception and office areas are well-organised, clean, and fully stocked.
• Emergency and Safety Responsibilities: Act as the first point of contact in emergencies, ensuring the well-being of all pupils and staff. Coordinate with the Welfare Department to contact families when necessary, and maintain visitor records for emergency drills and safety protocols.
• Finance-Related Duties: Assist with collecting payments for fees, school activities, uniforms, and trips. Record financial transactions, issue receipts, and prepare regular reports.
• Parent and Pupil Support: Assist parents by answering inquiries about school policies, enrollment procedures, and schedules. Support pupils with minor concerns, such as lost items or uniform adjustments, and address any other issues they may have. Additionally, provide temporary coverage for teaching staff when necessary, ensuring the smooth continuation of classes.

Ideal Candidate

• Applicants must reside in Ibadan and have the ability to commute easily to Jericho, Ibadan.
• Education: Degree in English/Administration/Management.
• Previous Experience – At least 3 years of continuous experience in an administrative role, preferably within a school or a similar setting.
• Strong Communication Skills: MUST have outstanding oral and written communication and interpersonal skills to be able to interact with staff, pupils, and parents in a professional and friendly manner.
• Highly Organised and Detail-Oriented: Ability to manage multiple tasks, prioritise, and maintain accurate records andpay attention to detail
• Computer Proficiency: Excellent IT skills – (have an exceptional ability to use Microsoft Office package) for data handling – letters, emails, reports, manage documents and other administrative tasks.
• Knowledge of School Policies and Office Procedures: Possesses in-depth knowledge of school policies and procedures, along with a strong understanding of standard office practices, equipment, and administrative techniques.
• Problem-Solving Abilities: Demonstrates strong problem-solving and analytical skills, with the ability to think critically, respond proactively to challenges, and maintain professionalism under pressure.
• Initiative: Works independently, taking initiative to resolve issues efficiently and effectively, without the need for constant escalation to a superior.
• Adherence to Role Boundaries and Professionalism: Understands role boundaries and consistently works within them, maintaining a high level of professionalism at all times.

Application Closing Date
28th February, 2025.

Method of Application
Interested and qualified candidates should send their Full length photograph, CV & Cover letter detailing how they meet the requirements to: [email protected] using the Job Title as the subject of the mail.

Note

• If you believe you have what it takes to be an excellent School Administrative Support Officer and are excited to contribute to the success of our school, we would love to hear from you! 
• Be a part of our vibrant, growing school community and help us continue to provide exceptional education in a supportive and safe environment for all. We look forward to hearing from you!