Administration executive and operations support

Saint Clare School is a private special education institution founded in 2007. it is an edutrust certified school awarded for its excellent levels of school management, high quality education standards and welfare for its students.

We are looking for an experienced Administration executive and operations support indivudual to perform the following job role.

Job Purpose

The General Admin Executive provides essential administrative support to ensure the smooth operation of Saint Clare School for Special Education. The role focuses on delivering efficient services in procurement, HR support, operations, logistics, and property management, enabling the school to provide a safe, supportive, and effective learning environment for students with special needs.

Key Responsibilities

1. Procurement

• Coordinate and process purchase requests for educational materials, resources, and equipment tailored to special education needs.

• Source, evaluate, and liaise with vendors to secure cost-effective and quality supplies and services.

• Maintain accurate records of procurement activities, contracts, and supplier performance.

• Ensure timely delivery and distribution of goods to relevant departments and classrooms.

2. HR Support

• Assist in recruitment processes, including scheduling interviews, preparing documentation, and onboarding new staff.

• Support HR administration such as maintaining personnel records, managing leave applications, and tracking staff attendance.

• Coordinate training sessions and professional development programmes for school staff.

• Facilitate communication between staff and HR regarding welfare, benefits, and compliance with school policies.

3. Operations Assistance

• Support daily administrative operations to ensure the school runs efficiently.

• Assist in the preparation and distribution of school communications, notices, and reports.

• Maintain up-to-date filing systems (digital and physical) for school records, correspondence, and documentation.

• Coordinate with teachers and therapists to address operational needs specific to the special education environment.

4. Logistics Management

• Organise and manage logistics for school events, workshops, and external activities, ensuring accessibility and safety for all students.

• Oversee the scheduling of transportation for students and staff, including arrangements for field trips and special programmes.

• Monitor and replenish inventories of teaching aids, therapy materials, and office supplies.

• Work with external service providers for maintenance and delivery as required.

5. Property Management

• Assist in the upkeep and maintenance of school facilities, ensuring a safe and conducive environment for students and staff.

• Report and follow up on repairs, maintenance issues, and safety concerns in a timely manner.

• Support the implementation of health and safety protocols, particularly those relevant to special education settings.

• Maintain records of facility usage, inspections, and compliance documentation.

Qualifications and Skills

• Diploma in Business Administration, Management, or related field; relevant work experience in a school or special education environment is advantageous.

• Strong organisational and multitasking skills with keen attention to detail.

• Effective communication and interpersonal abilities, with a supportive approach suitable for a special education setting.

• Proficient in Microsoft Office applications and basic office equipment.

• Ability to work independently and collaboratively with diverse teams.

• High level of integrity, confidentiality, and professionalism.

Working Conditions

• Based at Saint Clare School for Special Education, working closely with teaching, therapy, and administrative staff.

• Interaction with students, families, and external service providers as required.

• May occasionally be required to work outside regular hours for school events or urgent matters.

Other Duties

The General Admin Executive may be assigned additional duties as required by school management to meet evolving needs. Flexibility, adaptability, and a willingness to support the school's mission are essential.