Administration Officer at Gap Recruitment Services Limited

Administration Officer at Gap Recruitment Services Limited – Gap Recruitment Services Limited Kenya Job Details

Role Purpose

The Administration Officer will be responsible for ensuring the smooth running of all administrative functions at the institution. The role involves managing day-to-day operations, supporting academic and non-academic staff, and ensuring an efficient and conducive learning environment for students.

Key Responsibilities

Administrative Support

• Manage office operations, including filing, correspondence, and scheduling meetings.
• Maintain accurate records of students, staff, and inventory.
• Assist with the preparation and dissemination of timetables, examination schedules, and academic calendars.
• Monitor and manage the institutions communication channels, including email, phone, and official notices.

Student Management

• Oversee student enrollment processes, ensuring accurate documentation and smooth transitions.
• Maintain up-to-date student records, including attendance, academic performance, and disciplinary actions.
• Address student inquiries and concerns, providing timely and professional responses.

Staff Coordination

• Support teaching and non-teaching staff in administrative matters, such as leave applications, staff records, and payroll coordination.
• Assist in organizing staff training, workshops, and meetings.
• Maintain confidentiality in handling staff records and sensitive information.

Facility Management

• Ensure classrooms, workshops, and other facilities are well-maintained and equipped.
• Coordinate with maintenance staff to address repairs and upkeep of college infrastructure.
• Manage procurement of office supplies, teaching materials, and equipment.

Financial Administration

• Collect and record student fees, issuing receipts and maintaining financial accuracy.
• Assist the finance department in budget tracking and petty cash management.
• Prepare monthly financial and administrative reports for the Principal or College Administrator.

Event Planning and Coordination

• Assist in organizing college events, including graduation ceremonies, open days, and extracurricular activities.
• Ensure proper logistical arrangements, including venue, materials, and communication with stakeholders.

Compliance and Reporting

• Ensure the college complies with government regulations, including education policies and health and safety standards.
• Prepare and submit required reports to relevant education authorities.

Any Other Duties

Perform additional tasks as assigned by the Principal or College Administrator to support the efficient operation of the college.

Experience

• Strong organizational skills and attention to detail.
• Proficiency in office software (e.g., MS Office Suite).
• Excellent communication and interpersonal skills.
• Ability to work independently and manage multiple tasks.

Skills and Competencies

• Understanding of educational systems and policies.
• Strong problem-solving and decision-making abilities.
• Confidentiality and professionalism in handling sensitive information.
• Ability to build and maintain positive relationships with staff, students, and stakeholders.