School Secretary/Admin Assistant Job Top of the Hill Girls

Admin Jobs. Top of the Hill Girls Jobs

Job Overview:

The School Secretary / Administrative Assistant will be the first point of contact for parents, visitors, and external stakeholders. This role requires a professional who is detail-oriented, proactive, and able to manage multiple tasks efficiently in a dynamic school environment. The successful candidate will assist in administrative coordination, communication management, and operational support to the school’s leadership team.

Key Responsibilities:

• Manage the school’s reception area, welcoming visitors, answering calls, and responding to inquiries with professionalism and warmth.
• Provide high-quality administrative support to the Principal and senior leadership team.
• Prepare, organize, and maintain correspondence, reports, records, and filing systems (both electronic and physical).
• Coordinate and schedule meetings, appointments, and school events; prepare necessary agendas and supporting documents.
• Draft and type letters, memos, reports, and confidential communications as required.
• Maintain accurate student, staff, and parent records in coordination with school administration.
• Support the bursar and administrative team with procurement, logistics, and supplies management.
• Assist in communication with parents and stakeholders, including circulars, newsletters, and notices.
• Maintain and update the school calendar, ensuring smooth coordination of academic and extracurricular activities.
• Work closely with teachers and other staff to ensure efficient administrative processes across departments.
• Ensure confidentiality and integrity in handling sensitive information.

Qualifications and Experience:

Essential:

• Minimum of a Diploma in Business Administration, Office Management, or a related field.
• At least 3 years of experience in an administrative or secretarial role, preferably in an educational institution.
• Excellent command of written and spoken English.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and general computer literacy.
• Strong organizational, communication, and time-management skills.
• Professional demeanor, discretion, and ability to handle confidential information.

Desirable:

• Bachelor’s Degree in Administration, Education, or related discipline.
• Prior experience working in a school office environment.
• Knowledge of student information systems or school management software.
• Basic accounting, HR, or procurement knowledge.
• Ability to communicate in Swahili and/or other local languages.

Personal Attributes:

• Warm, courteous, and approachable.
• Highly organized and able to manage multiple priorities effectively.
• Professional presentation and communication.
• Strong moral values aligned with Christian principles.
• A team player with a positive attitude and willingness to learn.
• Attention to detail, reliability, and commitment to excellence.

How to Apply

Interested candidates should submit the following documents to jobs@topofthehillgss.org with the subject line “Application – School Secretary / School Administrator” by 10th November 2025.

A detailed CV outlining relevant experience and qualifications.

A cover letter explaining why you are the ideal candidate for this role.

Contact information for at least two professional referees.

Only shortlisted candidates will be contacted for interviews.