The International Community School (ICS), one of the longest established and most successful international non-proprietary schools in the Middle East, is seeking to recruit an experienced, enthusiastic and innovative Primary Admin Assistant to join the school as soon as possible.
Interested candidates should:
● Hold a Bachelor’s Degree in Business Administration, Applied English or related field
● Have a minimum of 3 years of experience in the administrative field, preferably in schools
● Have an excellent command of spoken and written English
● Have excellent communication and management skills
● Have a creative, dynamic, and outgoing personality
● Have excellent ICT skills specifically in Google Suite
● Be able to interact with multicultural backgrounds and nationalities
● Have a Jordanian nationality
How to apply:
Applications should be sent to ([اضغط هنا لمشاهدة البريد اﻹلكتروني]) with the subject of (Primary Admin Assistant), along with a current CV. For more information, kindly visit our website at www.ics.edu.jo
The deadline for applications is 16th of September. However, please note that we reserve the right to appoint before the closing date, and interviews will be arranged for all short-listed applicants as soon as possible.
Job Description
Primary Administrative Assistant
JOB TITLE: Primary Administrative Assistant
RESPONSIBLE TO: Head of School
RESPONSIBLE FOR: Primary School
VERSION UPDATE: May 2024
Role Summary:
Admissions :
● Database update for emails, phone numbers of parents.
● Follow up on the Exit Checklist for leavers
Canteen:
● Prepare the canteen list for teachers and follow up with parents as needed.
CCAs:
● Supporting CCAs in terms of communicating with parents of changes/ cancellation or adding CCAs.
● Prepare students labels when needed.
● CCA duties include maintaining registration, absence and early departure.
Transportation:
● Adding transportation notes to ISAMs for Primary students.
● Update all student change of plans on the spreadsheet for the Security and Transportation Teams.
Drama, Music and Sports Departments:
● Communicate with parents in relation to events- classes changes.
Security Gate:
● Coordinate with the gate on the upcoming school events, meetings, early
departure and arrival of students.
Procurement /Finance:
● Placing orders on the system and follow up on delivery dates on the system.
● Supports the Head of Primary in monthly administration and checking of budget.
Calendars:
● Managing Head of Primary calendar.
● Updates and maintains multiple calendars as assigned; organises meetings.
● Assist with the Whole School Calendar
IT:
● Assist with the reporting system on ISAMS when needed.
● Assist with the School Buddy for CCA and FTCs appointments.
● Distribute each student to their classes and teachers, by linking each student to his subjects through iSams
Marketing:
● Assist and coordinate the Primary School student’s photographs.
Parents:
● Be the first point of contact for Primary School incoming calls and prioritise
enquiries accordingly .
● Distributing letters to staff and parents
● Communicate curricular information to parents as needed
Fire Register:
● Responsible for printing, and distributing the fire register to teachers and staff absences.
Trips:
● Assists with school field and regional, international trips as needed; arranges travel documents for students and assigned personnel as required.
Registrations and attendance:
● Record pupils' daily attendance onto the relevant database and provide teachers and follow up absences with telephone calls to parents/guardians and record reasons for absence.
● Distributing attendance letters to parents.
Primary Inclusion:
● Manages the IEP administration: arrange meetings for the inclusion departments.
Primary School Duties:
● Attend meetings and take the minutes of meetings.
● Keep the teachers updated regarding any student’s issues reported by parents
● Work closely on the day to day operations of the Primary School, and be conversant with all aspects of the schools’ operations.
● Follow up the primary school lost and found and make sure that items are delivered to the pupils.
● Assists the Head of Primary and the primary Deputies in tasks required for the administration of the Primary school.
● Sends emails to parents, coordinating the meetings for Primary staff.
● Assist the Parent Staff Association when appropriate.
● Support the DHT (Learning) with creation and maintenance of the digital PG portfolios
● Support the DHT (Learning) in administration of external assessments
● Two days a week duty (during lunch/play time) for Primary.
● Undertaking general administrative tasks such as photocopying, laminating and binding.
● Maintains confidentiality of all aspects of school operation including sensitive and personal information.
● Generating school reports for students as needed.
● Handling administrative requests and queries from PSLT and SLT