Head of Administration (Education Sector)

Overview: Our client is a well-established private educational institution that combines holistic principles with traditional academic learning. As the organization continues to grow, they are seeking an experienced and highly organized Head of Operations & Administration to oversee the school's administrative and operational functions.

This role is responsible for ensuring the efficient day-to-day operation of the school by managing administrative systems, coordinating communication across departments, supporting the leadership team, and driving operational excellence. The successful candidate will play a key role in creating a well-organized, professional environment that enables staff, students, and families to thrive.

Key Responsibilities:

Executive & Leadership Support:

• Act as the primary administrative support to the School Owner.
  
• Manage the Owner's calendar, appointments and key meetings.
  
• Prepare agendas, reports, presentations and meeting documentation.
  
• Record meeting minutes and monitor follow-up actions.
  
• Handle confidential information with professionalism and discretion.
  
• Anticipate priorities and provide proactive administrative support.
  

Operations & Administration:

• Oversee the school's daily administrative operations.
  
• Develop and improve administrative systems, policies and procedures.
  
• Maintain accurate school records and document management systems.
  
• Coordinate admissions administration and enrolment processes.
  
• Ensure digital filing systems remain organized and up to date.
  
• Support procurement activities and supplier administration.
  
• Monitor compliance with internal policies and administrative procedures.
  

Communication & Coordination:

• Coordinate communication between leadership, teachers and support staff.
  
• Prepare newsletters, announcements and parent communications.
  
• Ensure timely and consistent communication throughout the school.
  
• Serve as a central point of contact between key stakeholders.
  

Planning & Project Coordination:

• Develop and maintain the school's annual operational calendar.
  
• Coordinate school events, activities and educational programmes.
  
• Manage departmental calendars and scheduling.
  
• Assist with operational projects and monitor deadlines.
  
• Coordinate maintenance schedules and facility requirements.
  
• Support continuous improvement initiatives to enhance operational efficiency.
  

• Qualification in Business Administration, Office Administration, Management or a related field.
  
• Minimum of 5 years' experience in a senior administrative or operations role.
  
• Previous experience supporting senior leadership is highly desirable.
  
• Experience within the education sector would be an asset.
  

Skills & Competencies:

• Advanced proficiency in Microsoft Office (Word, Excel and PowerPoint).
  
• Strong working knowledge of Google Workspace (Docs, Sheets, Drive and Calendar).
  
• Proficiency in Canva.
  
• Excellent report writing and document preparation skills.
  
• Strong project coordination and organizational abilities.
  
• Experience managing calendars, meetings and multiple priorities.
  
• Excellent written and verbal communication skills.
  
• High level of professionalism, confidentiality and attention to detail.
  
• Strong analytical and problem-solving abilities.
  

Personal Attributes:

• Highly organized with exceptional attention to detail.
  
• Proactive and able to work independently.
  
• Professional, trustworthy and discreet.
  
• Calm under pressure and able to manage competing priorities.
  
• Strong interpersonal and relationship-building skills.
  
• Adaptable, flexible and solution-oriented.
  
• Committed to continuous improvement and operational excellence.