Admin / Librarian / Front Office at Chantilly Schools

DUTIES AND RESPONSIBILITIES

Administration

Prepare, type, file and dispatch letters, memos, circulars and reports.

Maintain staff, student and general office records, both in hard copy and digital.

Keep and update registers, inventories, asset registers and stationery stock.

Assist in organising meetings, school events and keep minutes when assigned.

Support HR and the Head of Institution with documentation, data entry and filing.

Handle confidential information with strict discretion in line with the Data Protection Act, 2019.

Library Management

Run the library and ensure it is open, orderly and conducive to learning.

Catalogue, classify, shelve and label books and other learning resources.

Issue and receive books; maintain borrowing records and follow up overdue and lost items.

Conduct regular stock-taking and report on stock status, damaged and missing items.

Recommend and assist in acquiring books and resources aligned to the CBC curriculum.

Support teachers with library resources required for lessons: reference books, readers, textbooks, charts and digital materials.

Receive teachers’ resource requests, retrieve and issue items, and keep a teacher borrowing register.

Prepare class book boxes and reading lists, and schedule class library periods with teachers.

Promote reading culture and orient learners and teachers on library use and rules.

Front Office Relief and Admissions

Relieve the front office officer during breaks, leave and absence.

Receive and direct visitors, parents and suppliers courteously and professionally.

Answer, screen and route telephone calls; keep the visitors’ and call logs.

Receive, record and dispatch incoming and outgoing mail and deliveries.

Serve as Admissions Officer: guide prospective parents on admission requirements, fees and school tours.

Receive, check and file admission forms and documents, and keep the admissions register up to date.

Follow up enquiries and applications and report admission statistics to management.

Customer Care

Act as the first point of contact and main customer care officer for parents, visitors, suppliers and stakeholders.

Handle enquiries, requests and complaints promptly and politely; resolve them or refer to the right office.

Keep a complaints and feedback register, track follow-up and report recurring issues to management.

Communicate school notices, appointments and circulars to parents through approved channels.

Maintain a professional front office, always presentable, in line with the school’s customer care standards.

Teacher Support and Resource Procurement

Receive requisitions from teachers for classroom materials and learning resources, and verify them with Heads of Department.

Source quotations from approved suppliers, prepare purchase requests and submit them for approval.

Follow up orders, receive and inspect deliveries, and issue items to teachers against signature.

Keep a record of resources issued to each teacher and follow up on returns and replacements.

Advise teachers on available resources and ensure they are supplied in time for lessons and assessments.

Inventory and Stock Management

Maintain up-to-date stock registers for stationery, teaching and learning materials, library stock, cleaning supplies and other consumables.

Maintain the school asset register: tagging, location, condition and custodian of furniture, equipment and ICT assets.

Record all goods received and issued using GRNs, requisition and issue vouchers, and stock cards.

Set minimum and reorder levels, and alert management in good time before stock runs out.

Carry out monthly stock checks and an annual physical stock-take; reconcile with records and report variances, losses and damages.

Keep stores secure and orderly, with items properly shelved, labelled and protected.

Support procurement by keeping supplier lists, quotations, LPOs and delivery records in order.

ICT Support

Use MS Office, Google workspace, Artificial Intelligence and school management systems to produce documents, spreadsheets and reports.

Maintain digital library catalogue and databases; back up important files regularly.

Provide basic ICT support and escalate technical issues to the relevant officer.

General

Perform any other duty assigned by the Head of Institution or HR Manager.

Uphold the school’s Code of Conduct, Staff Handbook, grooming and child protection policies.

What You Will Do

Administration

Library Management

Front Office Relief and Admissions

Customer Care

Teacher Support and Resource Procurement

ICT Support

Qualifications

Diploma in Business Management or related field

Certificate in Computer Applications or demonstrable ICT competence.

Minimum 2 years experience in administration, library or front office duties. Preferable from an education institution.

Certificate of good conduct.

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