Administrative Assistant Aldar Academies Abu Dhabi UAE

Aldar Academies is seeking an Administrative Assistant (UAE National) for Muna British Academy in Abu Dhabi commencing in October 2023.This is an exciting opportunity to join the highly successful Aldar family of schools and to help shape the future of Abu Dhabi’s leading school group. The successful candidates will be closely aligned with the company’s core values and ethos and possess a genuine understanding and appreciation of the values of the region.

Scope of Administrative Assistant

Act as a first point of contact for all parents, visitors and students in answering queries and offering top notched administrative support and guidance.

Duties 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.
• Offer guidance and assistance to parents through the student registration and admission process during the initial enquiry stage.
• Carry out reception duties, including receiving visitors, answering queries, scheduling appointments.
• Update student attendance information such as late comers 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 of behalf of the Senior Leadership Team (SLT) as appropriate.
• Type, proofread and distribute a variety of material such as letters, Mails 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 and requisitions, maintain and distribute office stationery and supplies.
• Log admissions enquiries into the MIS – data base.
• Compile or coordinate the compilation of data, and prepare 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.

What you’ll do

• 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.
• 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).
• 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.

Qualification & Experience

• Bachelor’s degree.
• Two years’ experience in a similar role in a school setting.

Knowledge & Skills

• 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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