Administrative Assistant Muna British Academy Abu Dhabi

Muna British Academy

Aldar Education is seeking an Administrative Assistant for Muna British Academy in Abu Dhabi commencing in February 2024. the selected candidate will be responsible to act as a first point of contact for all parents, visitors and students in answering queries and offering top notched administrative support and guidance. This is a mid level (Full time) position, and the salary range for this role is 10000 AED – 20000 AED.

Responsibilities of Administrative Assistant

  • Deliver high quality customer service to all visitors and staff, representing the Academy in a professional manner.
  • Greet visitors in a friendly and helpful manner.
  • Have a strong knowledge of the key information about the Academy.
  • Offer guidance and assistance to parents through the student registration and admission process during the initial enquiry stage.
  • Carry out reception duties, including receiving people, answering queries, scheduling appointments, and updating student attendance information such as latecomers and early leavers.
  • Respond to telephone calls and enquiries courteously and direct calls to appropriate personnel, using the Referral System.
  • Receive, direct and respond to emails on behalf of the Senior Leadership Team (SLT) as appropriate.
  • Type, proofread and distribute a variety of material such as letters, emails, and reports. Include entering, amending, and retrieving information as necessary for Government & Private School registration and Aldar’s systems (e.g., Adek, Esis, Tarasol, etc.).
  • File correspondence and other records related to the activities of the Division. Maintain and update files. Establish and improve own filing system. Raise requisitions, maintain and distribute office stationery and supplies.
  • Log admissions enquiries into the MIS database.
  • Compile or coordinate the compilation of data, and prepare it in the form of reports, analysis, class list attendance, etc. Distribute data as instructed. Draft letters/memos and routine correspondence. Screen outgoing correspondence before approval.
  • Receive, sort and distribute all incoming mail. Prepare outgoing mail for dispatch. Maintain a proper register for incoming/outgoing mail. Ensure direct delivery of confidential material/mail.

What Will You Do More

  • Attend administration team meetings for latest updates on school operations, taking suggestions and feeding in feedback.
  • Administer the Engage system such as compiling Engage rollover reports on Excel, entering data into the system (students’ and teachers’ allocation to classrooms/divisions, creating, renaming, deleting divisions/classes for new Academic Year etc.).
  • Coordinate housing related communications with teachers and landlord.
  • Responsible for communications to parents, where appropriate.
  • Process any student leavers forms for whole school, update Engage and forward to Admissions.
  • Assist GRE and admin team with admin tasks including but not limited to ADEK compliance, communication, reports, translations, drafting, etc.
  • Liaise with teaching and non teaching staff and respond to enquiries on matters within the postholder’s responsibility.
  • Design new documents, where necessary, to improve Academy’s effectiveness.
  • Perform a variety of admin and clerical support work which supports school (staff and student) compliance in line with ADEK and school requirements.
  • Cover reception when receptionist is on breaks or on leave, including rotational leave cover.
  • Attend any training deemed necessary in relation to the role of Admin support.
  • Assist with tasks assigned as and when required by the management/SLT team.
  • Undertake any other reasonable duties within the overall function.

Job Requirements of Administrative Assistant

  • Minimum Qualifications: Bachelor’s degree.
  • Minimum Experience: Two years’ experience in a similar role.

Skills & Knowledge Desired

  • Proficient in operating PC, Photocopier, and various office machines.
  • Proficient in Microsoft Office programs and Outlook 365.
  • Excellent communication skills in English and Arabic (written and oral).
  • Customer focused role in the region.
  • Strong interpersonal skills to aid in daily contact with parents in a diverse multi cultural environment.
  • Excellent office management skills.

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