Admin Assistant

Description

Nibras International School is looking for an administrative assistant to join the team as soon as possible.

The Administrative Assistant helps keep the school running smoothly by supporting academic and non-academic departments, completing daily office tasks, and providing excellent service to staff, students, and parents. All staff must follow school policies, keep students safe, and support our school vision of creating a happy learning community.

Key Qualities and Skills

• Good understanding of school operations
• Strong communication skills (spoken and written)
• Friendly, professional, and welcoming attitude
• Excellent organization and time-management skills
• Strong computer and IT skills (Microsoft Office, school systems, digital tools)
• Ability to learn new technology quickly
• Ability to work well with academic and non-academic staff
• Flexible, adaptable, and comfortable with changing priorities
• Reliable, motivated, and enthusiastic
• Able to maintain confidentiality and professionalism

Important Skills

• Creativity, patience, and responsibility
• Strong experience using IT systems, school software, and databases
• Ability to collect and organize data effectively
• Strong communication skills
• Flexibility and adaptability
• Strong organizational skills

Key Duties

General Administration

• Handle office tasks such as emails, filing, photocopying, data entry, and preparing documents
• Maintain accurate digital records and organize school databases
• Assist with staff and student attendance tracking
• Provide support and information to administrative and academic teams
• Arrange teacher cover when staff are absent, including coordinating schedules and communicating changes to relevant teams

Student Attendance Management

• Hand out late passes to students arriving late to school
• Complete attendance for classes with teachers who are absent
• Update attendance records based on parent notifications regarding student absences
• Verify that all homeroom teachers have completed their attendance registers
• Send reminder emails to teachers who have not completed attendance or updated late arrivals
• Email parents of absent students who did not inform the school
• Respond promptly to parent inquiries related to attendance
• Generate attendance reports and communicate with parents regarding chronic absenteeism or consistent lateness
• Report cases of high absenteeism or lateness to school leaders for follow-up

Staff Attendance & Operational Support

• Support the leadership team in arranging cover for absent or late staff members
• Report daily staff attendance for KG–Grade 5 to the HR department

Administrative & School Support Duties

• Assist teachers with parent communication and other student-related cases
• Support student arrival and dismissal procedures
• Create and print student certificates as needed
• Create and update class lists, including allocating students to classes and removing departing students
• Allocate students to sections in iSAMS
• Communicate with staff regarding newly joining or departing students
• Communicate with parents of students joining the school
• Prepare progress reports for students withdrawing early and share them with their parents
• Prepare capacity reports showing enrollment numbers across grades and classes
• Support the Extra-Curricular Activities (ECA) program by generating lists of enrolled students and sharing them with relevant staff
• Maintain the Elementary Principal's schedule

Communication & Customer Service

• Greet parents, visitors, and staff in a polite, friendly manner
• Communicate clearly with admissions, marketing, communications, and other departments
• Prepare agendas, take minutes, and share meeting notes

Events & School Support

• Help plan and support school events, meetings, and functions; both during the working day and after school hours
• Assist with hospitality and logistics for events
• Provide support after school hours when needed, such as during parent-teacher conferences and community events
• Support any other reasonable school or team tasks as needed

Technology & School Systems

• Use school information systems (SIS), attendance tools, and digital platforms
• Organize and maintain digital files, including confidential information
• Ensure data is accurate, up to date, and secure

Health and Safety

• Follow school health and safety policies
• Take reasonable steps to keep students, staff, and equipment safe
• Stay aware of safety guidelines while performing daily tasks

Position Requirements

Education: University degree

Experience: Minimum 2 years in an administrative role or similar position

Competencies

• Strong communication and interpersonal skills
• Professional and respectful attitude
• Team player with a collaborative approach
• Solid IT knowledge and willingness to learn new systems
• Commitment to safeguarding and student wellbeing
• Flexible, adaptable, and able to multitask effectively

Attributes

• Empathetic listener
• Honest, trustworthy, and respectful
• Internationally minded and culturally aware
• Creative and positive
• "Can-do" attitude and willingness to help

The International Schools Partnership

Nibras International School is part of The International Schools Partnership (ISP).

The International Schools Partnership (ISP) is a growing group of committed colleagues in financially responsible schools around the world, all of which aim to be the school of choice in their local area. Learning is at the heart of everything we do for our pupils, colleagues and parents. We are committed to getting better, all the time.

ISP was founded by an experienced team of committed educationalists and commercial operators who have worked together over many years. Our growing group of private schools located in the UK, the USA, Europe, Costa Rica, Chile, Colombia, Ecuador, the United Arab Emirates, Qatar, Malaysia, Mexico and Peru educate children and pupils from 2-18 years of age. We have now expanded to 45 schools delivering multiple curricula and building on local brands and reputations with around 45,000 pupils and 7,000 staff located across the globe.

We believe that successful schools are the ones that put learning at the heart of everything they do, always aiming to create rounded individuals that are able to forge successful careers and lives in a rapidly changing world. Our goal is to enable our schools as the leading school of choice in their local area. We are a truly international group working in different cultures and speaking different languages. We work across countries and cultures, too, by working with each other and with other schools and communities.