SIMBA INTERNATIONAL SCHOOL – NDOLA, ZAMBIA.
Job Title: School Secretary / Front Desk Admin Assistant
Responsible to: Head of the School
Job Purpose
The School Secretary / Front Desk Administrative Assistant is the first point of contact for all school visitors and communications. The role is essential to ensuring the smooth and efficient operation of the school's front office and providing comprehensive administrative support to the Head of School, Primary Deputy Head, teaching staff, and wider school community. This position combines clerical, organizational, communication, and customer service skills to support day-to-day school operations, uphold school procedures, and maintain a welcoming and professional front office environment.
Key Responsibilities
1. Front Office and Reception Duties
· Serve as the face of the school by warmly greeting all visitors, students, staff, and parents.
· Manage visitor access, ensuring all guests sign in/out and are directed appropriately.
· Answer and manage incoming calls professionally, screening and redirecting as necessary, and relay accurate messages to relevant staff members.
· Monitor and maintain the reception area to ensure it is clean, welcoming, and well-presented at all times.
· Maintain a visible presence at the front desk during core school hours, unless attending to other tasks.
2. Administrative Secretarial Support and Office Management
· Provide direct administrative support to the Head of School and Primary Deputy Head, including diary management, scheduling meetings, drafting correspondence, and preparing reports.
· Assist teaching and administrative staff with various clerical tasks by facilitating photocopying, printing, scanning, laminating via the school print room.
· Handle all incoming and outgoing mail, courier deliveries, and packages, and distribute appropriately.
· Respond promptly and professionally to inquiries from internal and external stakeholders, in person, via phone, or email.
· Support logistical arrangements for school events, meetings, open days, and training sessions.
· Facilitate communication between departments and support smooth flow of information.
3. Records and Data Management
· Maintain and update student records in both electronic and hard copy format, including admissions, withdrawals, health records, contact information, and attendance data in collaboration with Admissions Officer.
· Ensure class registers are completed daily, recorded accurately, and submitted promptly.
· Maintain comprehensive and confidential filing systems (both hard copy and electronic) for students, staff, and school administration.
4. Student and Staff Support
· Assist in orienting new staff members to school policies, procedures, and facilities.
· Provide assistance to students as needed at the front office (e.g., calling home for forgotten items, illness-related issues, or general inquiries).
· Maintain up-to-date staff contact lists, school calendars, and internal schedules.
5. Compliance, Confidentiality & Policy Adherence
· Handle all confidential information (e.g., student records, staff information) with discretion and in accordance with school policies.
· Ensure all administrative practices comply with internal procedures, child safeguarding policies, and applicable regulations.
· Support in organizing, filing, and tracking documentation required for government inspections or audits in collaboration with Administration Manager.
6. Additional Duties
· Support in emergency procedures, including calling parents and coordinating student release if needed.
· Assist with school registration days, parent-teacher conferences, and other school-wide events.
· Undertake any other reasonable duties as required by the Head of School, Deputy Head Primary or Administration Manager to support school operations.
Qualifications and Skills
Minimum Requirements:
· Diploma in Business Administration, Office Management, or related field.
· Prior experience in an administrative or school-based role is highly desirable.
· Qualification and knowledge of IT is an added advantage.
Key Skills & Attributes:
Excellent verbal and written communication skills.
· Strong interpersonal skills and a warm, welcoming demeanor.
· Highly organized with the ability to manage multiple tasks and priorities effectively.
· Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office equipment.
· Accuracy and attention to detail in data entry and document handling.
· Ability to work independently with minimal supervision as well as part of a team.
· Sound judgment, discretion, and professionalism, particularly when dealing with sensitive or confidential matters.
· Customer-service oriented and capable of handling a high-traffic environment.
Physical Requirements
· Ability to sit or stand or walk for extended periods.
· May be required to lift light items such as office supplies or documents.
Work Environment
· Busy school front office setting with constant interaction with students, staff, parents, and visitors.
· Requires flexibility and the ability to remain calm and efficient under pressure.
Working Hours
· Full-time, aligned with school operational hours.
· Occasional extended hours or weekend work may be required during special events, emergencies, or peak administrative periods.
Performance and Review
· This job description may be amended from time to time, in line with school needs and operational changes. An annual performance review will form part of the appraisal process and will include review of responsibilities and allocation of any additional duties.
