About Company
Kasarani Academy is a leading educational institution committed to providing quality, holistic education from early childhood to secondary levels. Established with a vision to nurture future leaders, our academy emphasizes academic excellence, character development, and practical skills. We pride ourselves on a vibrant learning environment, dedicated staff, and modern facilities designed to support student growth and achievement. Joining Kasarani Academy means becoming part of a community that values innovation, collaboration, and a passion for shaping young minds. We believe that a strong administrative backbone is crucial to our success, ensuring smooth operations and a welcoming atmosphere for our students, parents, and visitors alike. Our commitment extends beyond academics to fostering a supportive and engaging workplace where every team member contributes significantly to our collective mission.
Job Description
We are seeking a highly organized, professional, and friendly Secretary to join our administrative team at Kasarani Academy. This critical front desk role serves as the first point of contact for all visitors, parents, students, and staff, playing a pivotal role in creating a positive and welcoming environment. The successful candidate will be responsible for managing day-to-day office operations, providing comprehensive administrative support, and ensuring efficient communication flow within the academy. This position requires an individual with exceptional interpersonal skills, a proactive approach to problem-solving, and a keen eye for detail. You will be instrumental in maintaining an orderly front office, handling inquiries, scheduling appointments, and supporting various departmental needs to ensure the smooth running of our esteemed educational institution. This is an excellent opportunity for someone who thrives in a dynamic environment and is passionate about contributing to an organization dedicated to education and community engagement. You will be expected to uphold the academy’s values and standards in all interactions and tasks, contributing directly to the positive experience of our entire school community.
Key Responsibilities
- Serve as the primary point of contact for all incoming calls, visitors, parents, and students, providing a warm and professional welcome.
- Manage the front desk area, ensuring it remains tidy, organized, and presentable at all times.
- Handle incoming and outgoing mail, packages, and deliveries, ensuring proper distribution and record-keeping.
- Maintain and update school records, student files, and administrative databases with accuracy and strict confidentiality.
- Assist with scheduling appointments, meetings, and coordinating various school events, including parent-teacher conferences.
- Prepare and distribute correspondence, memos, reports, and other documents as required by various departments.
- Manage office supplies inventory, place orders, and ensure supplies are adequately stocked to support daily operations.
- Support teachers and other staff members with administrative tasks, including photocopying, printing, and data entry.
- Process invoices, petty cash, and other financial documents in coordination with the accounts department.
- Handle inquiries and provide accurate information about the academy's programs, policies, and events to stakeholders.
- Operate and maintain office equipment such as photocopiers, printers, and scanners, troubleshooting minor issues.
- Ensure compliance with academy policies and procedures, particularly regarding visitor management, child protection, and data privacy.
- Perform other clerical duties and special projects as assigned by the Head of Administration or senior management to ensure seamless operations.
Required Skills
- Proven experience as a Secretary, Front Desk Officer, or Administrative Assistant (minimum 2 years).
- Excellent verbal and written communication skills in English and Kiswahili.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general computer literacy.
- Strong organizational and time management skills with the ability to prioritize tasks effectively.
- Exceptional interpersonal and customer service skills, with a patient and empathetic approach.
- Ability to handle multiple tasks simultaneously and work effectively under pressure in a busy environment.
- High level of professionalism, integrity, and discretion, especially when handling sensitive information.
- Acute attention to detail and strong problem-solving abilities.
Preferred Qualifications
- Diploma or Certificate in Business Administration, Office Management, Secretarial Studies, or a related field.
- Experience working in an educational institution or a similar fast-paced client-facing office environment.
- Familiarity with school management software (e.g., SIMS, ERP systems) or CRM systems.
- Ability to learn new software and administrative systems quickly and efficiently.
- First Aid certification is an added advantage.
Perks & Benefits
- Competitive monthly salary commensurate with experience and qualifications.
- Opportunity for professional growth and continuous development within a respected institution.
- Supportive and collaborative work environment that values teamwork and individual contributions.
- Access to ongoing training programs and workshops to enhance skills.
- Generous leave policy, including annual leave and sick leave.
- Health and wellness programs designed to support employee well-being.
- Direct contribution to the success and development of young learners in the community.
- Lunch provided on working days.
- Friendly and engaging school community events.
How to Apply
Interested candidates are invited to click on the application link below to submit their detailed CV and a comprehensive cover letter outlining their suitability for this role. Please ensure your application highlights your relevant experience, proficiency in required skills, and why you are passionate about joining Kasarani Academy and contributing to our mission. Only shortlisted candidates will be contacted for an interview.