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Receptionist/Admin assistant (UAE National only)

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The Aquila School
Dubai, United Arab Emirates
Date Added: Aug 24, 2022

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As we continue to grow, we are looking for an experienced receptionist/admin assistant (UAE national only) to manage our very busy reception and support administrative tasks across the school.

For all staff in school we share a responsibility to ensure that children are safe and properly supervised at all times. Our school is committed to ‘amazing learning’- providing enjoyable and meaningful learning experiences so that every pupil makes as much progress as possible. All staff are expected to adhere to The Aquila Professional Code of Conduct and commit to promoting our vision – ‘A happy community school with amazing learning at its heart where pupils are empowered to make choices, engage in meaningful learning experiences and make exceptional progress’. Our focus is providing children with amazing learning and to be the school of choice for the community we serve.

The Aquila School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

Key qualities and skills:

  • To be friendly, approachable, professional, discreet and knowledgeable
  • To be hardworking, adaptable and able to use initiative working alone as part of a team
  • To be IT literate and an excellent and efficient administrator
  • To be happy and able to relate well to children, staff and visitors

Core purposes:

  • To welcome visitors to our school and deal with queries from families, visitors, staff and children
  • To deal with queries and communication by email and telephone
  • To take a varied and active role in the day to day running of our busy school including organization of trips and visits, school lunch logistics and liaison with external CAS providers
  • Collating and publishing the weekly newsletter and managing the school app
  • Supporting the school in its vision to be the school of choice for the community
  • Managing the IFA led ECA communication and school lunch processes

Key duties include:

  • Answering the telephone, screening and directing calls
  • Collating and publishing the weekly newsletter
  • Cross checking attendance to ensure accurate registration of pupils
  • Supporting the reporting process
  • Managing the logistics for children booking school lunches
  • Ensuring effective communication between school, families and IFA
  • Liaising with the external CAS provider to ensure clarity of communication
  • Taking and relaying communications
  • Greeting visitors and providing refreshments
  • Providing information to both callers and visitors
  • Supporting with school marketing and admissions activities
  • Providing general administrative and clerical support to the leadership of the school
  • Assisting in updating the staff and pupil covid and vaccination trackers
  • Preparing and sending covid letters to staff and families
  • Providing support in updating DHA, KHDA & ISP records / trackers in collaboration with the health and safety manager, hr manager and school clinic

In addition, all staff are required to carry out any tasks required by the school or the regional office to facilitate the smooth day to day running of the school

To be line managed by the school head of admissions  

Holidays- 30 working days per calendar year

Hours of work: 7:15am to 4:00pm Monday to Thursday and up to 12:00 noon on Friday’s (and up to 4:00pm on a Friday every 3-4 weeks as per a rota system)

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