Admissions Administrative Assistant

Administrator / Full-Time

British International School of Boston, Boston, MA

Job Title: Administrative Assistant

Job Purpose

To plan and organize the administrative duties and related activities in a professional manner to all constituents.  He/she will ensure maximum utilization and efficiency of administrative systems, processes, procedures, and office equipment.

  • To be an ambassador for the school when meeting parents and other visitors and to act as a first point of reference when people arrive at BISB;
  • To provide administrative support to the Principal, Senior Leadership Team, Admissions and Finance teams;
  • Contribute to the overall ethos/work/aims of the school and meeting the needs of the children;

Key Components

  •   Be aware of and support difference and ensure equal opportunities for all;
  • To be an effective professional who demonstrates self-drive and a thorough knowledge of school systems;
  • To have a clear understanding of how the role adds value to the effectiveness of structures within BISB, and take responsibility and accountability for continuous professional development;
  • To be a team player.

Reports to: Director of Admissions and Marketing

Customer Service Focus

  •  ‘Model’ excellent professional relationships with a myriad of constituents including children, parents, staff, vendors, and other professionals in the school and NAE;
  • Provide an excellent administrative service to all sections of the school community regardless of race, sex, background or age;
  • Inspire trust and confidence in all stakeholders;
  • Professionally represent the school answering and directing phone calls, directing and greeting visitors to the school, and responding to emails in a timely manner;
  • Promote the wider aspirations and values of the school.

Administration

  • Perform administrative duties throughout the school day: acting as first point of reference for, receiving callers, children, parents, visitors and telephone enquiries;
  • Offer helpful, friendly, approachable and professional service at all times and take appropriate action on own initiative, resolving minor matters, referring more serious matters to appropriate member of staff;
  • Provide general confidential administration service to Principal, Senior Leadership Team, Admissions and Finance office to include correspondence, reports, references, mail, diaries, appointments and meetings, maintain general and confidential filing systems, provide hospitality as required;
  • Checking inventory goods, return unwanted items, arrange repair/servicing;
  • Raise purchase orders and authorizations where required ensuring that they are inputted on to the school’s financial system;
  • Maintain high standards when managing confidential information, complying with the school’s data protection procedures and legal requirements at all times;
  • Collect, record, and bank pupil monies and voluntary contributions for educational visits, clubs, maintenance and any other monies collected for events held at school;
  • Accurate filing and maintenance of all student records including; parent contact, emergency contact, student records, medical records and injury records;
  • Process pupil admissions in iSAMS in accordance with admissions policy and maintain pupil database, amend/update records on the system, print reports at regular frequencies (daily, monthly, quarterly, annually);
  • Oversee the daily management of the student attendance, club and bus lists;
  • Broadcast announcements over the public address systems
  • Ensure safeguarding protocols are adhered to;
  • Handle sensitive and confidential situations with professional tact and diplomacy;
  • Provide executive support for the Principal and the Senior Leadership Team;
  • Liaison with Finance Manager in relation to budgetary issues;
  • Continually seek ways to improve the efficiency and quality of administrative services;
  • Maintain adequate office supplies and continually seek to improve efficiency and cost spending.
  • As needed or requested, assist with HR, Admissions, or Finance matters and events

Staff and Student Support

  • Answering all incoming calls. This position is often the first interface with the school and this person needs to be polite, upbeat, and professional;
  • Sorting incoming mail/packages and distributing it to the intended recipients;
  • Helping to make and confirm appointments for visitors;
  • Maintain internal school bulletin board with upcoming school events;
  • Coordinate general office operations as needed or required;
  • Scheduling and setting up for meetings including ordering of food when necessary;
  • Organizing and maintaining computer files;
  • Ordering and maintaining office and school supplies;
  • Organizing mailings to families and other school constituents;
  • Maintaining school calendar and correspondence to families about upcoming events;
  • Keeping student records up to date;
  • Keeping attendance records;
  • Organizing classroom field trips and permissions;
  • Creating and maintaining faculty and student directories;
  • Application of Basic First Aid;
  • Replenishing supplies and inventory in Main Office, Wing 1 & 2,  and Staff Room;
  • Keeping foyer and Main Office areas tidy;
  • Running errands;
  • Being available for occasional weekend and evening events;
  • Undertake professional development to enhance own learning, and apply outcomes and identify impacts that will be shared with colleagues.

Pastoral

  • Be aware of the physical and emotional well-being of pupils and the need to respond to particular situations and alert appropriate staff to problems experienced by students and make recommendations as to how these may be resolved;
  • Comply with and assist the School in the implementation of any rules and regulations which the school may from time to time issue to ensure the efficient operation of the school and the welfare and interests of its students and employees;
  • Communicate effectively with parents of students, liaising with other staff as appropriate;

Other Requirements

  •  3+ years of office experience preferred, with the acquired knowledge and experience to handle multiple priorities, visitors, and callers professionally;
  • Knowledge of office management systems and procedures;
  • Requires strong technology skills in the areas of office software (Microsoft Office suite), electronic communication, database systems, word processing, spreadsheets, presentations, and office equipment operation; i.e., phones, fax, and copier;
  • Maintain a high standard of professionalism and understanding of boundaries and confidentiality;
  • Strong, positive interpersonal relationship skills between students, staff, parents, and community members;
  • Ability to be organized and detail-oriented in a fast-paced environment;
  • Excellent time management skills and the ability to prioritize work;
  • Ability to stay calm in emergency situations;
  • Ability to handle confidential material in a discreet manner;
  • Excellent verbal and written communication skills;
  • Ability to be self-motivated and naturally a self-starter;
  • Ability to prioritize and implement with minimal direction;
  • High level of computer literacy;
  • To promote and adhere to Nord Anglia Education’s Vision and Values;
  • Any other appropriate duties as allocated by the Principal.

British International School of Boston

Boston, MA
Early Childhood, Elementary, Middle School, High School
Day
All Gender