Najwa Anabtawi,  School Secretary/Admission Officer/PR

Najwa Anabtawi

School Secretary/Admission Officer/PR

Qatar Foundation

Location
Qatar - Doha
Education
Diploma, Learning Resources Techniques&Library
Experience
19 years, 6 months

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Work Experience

Total years of experience :19 years, 6 months

School Secretary/Admission Officer/PR at Qatar Foundation
  • Qatar - Doha
  • My current job since November 2014

- Dealing with e-mail, typing correspondences
- Use software tasks (word, excel, PowerPoint)
- Meet &greet parents &visitors to school
- Organize principal's Meetings with M-Staff.
- Organize principal's meeting with parents
- Organize teachers-parents meetings
- Assist Principal in translating meeting with parents and letters orally and verbally.
- Organize students’ files and keep them in safe.
- Using easy filing system on PC to keep documents safe
- Managed desktop publishing and proposal and memo typing.
- Handled and distributed all incoming and outgoing mail.
- Track students daily attendance
- Print out the Report Cards and file them in students files (every term)
- Track Teachers absentee
- Find substitute teacher for absent teachers
- Booking Busses for field Trips.
- Translate field Trips Forms.
- Maintain clear and effective communications with parents, teachers and admin staff using different communicating methods ( email, phone, SMS or face to face)
- Develop and enhance my administrative arts (typing, data entry, filing, spreadsheets, agendas, calendars, reports, presentations, technology) to perform my daily tasks/work efficiently
- Maintain accurate PBIS data, PowerSchool data including attendance tracking for all the students by entering the data promptly and accurately
- oversee the admission process
-Assist parents in admission procedure
- Part of Admission committee
-Lead school events

Personal Assistant to Middle/High School Princpal/SEC Coordinator at ACS-Doha International School
  • Qatar - Doha
  • My current job since August 2011

• Dealing with e-mail, typing correspondences
• Use software tasks (word, excel, PowerPoint)
• Meet &greet parents & visitors to school
• Organize principal's Meetings with M-HS Staff.
• Organize principal's meeting with parents
• Organize teachers-parents meetings
• Taking Principal’s meeting minutes
• Typing & distributing internal circulars
• Dealing with office equipment's (photocopier, fax, scanner &laminating machine)
• Assist Principal in translating meeting with parents and letters..
• Doing reception duty (temporary) to help parents and visitors to school.
• Doing monthly supplies order for the store room.
• Purchasing monthly supplies and stationary
• Doing monthly petty cash to staff.
• Organize students files
• Using school data base system(key stone program):
- prepare students schedules on key stone.
- print out class list for each teacher
- print out individual schedule for new admitted students.
- update parents contact information on key stone
- Enter all teachers information on KS
- schedule teachers on KS
- print out students daily attendance
- assist staff to fix problems might happen on KS.
- print out the Report Cards and distribute them to parents (every term)

SEC Coordinator
• Coordinate all communications between school and SEC
• Translating all SEC letters/e-mails to the Head of School.
• Forward emails for the people on charge after H.O.S advise.
• Filing all documents from SEC in a proper file.
• Manage all SEC visits to the school and events.
• Maintain to finish the SEC requirements within the deadline.

HR Officer/Executive Assistant at Hayat Universal Bilingual School
  • Qatar - Doha
  • May 2010 to August 2011

• Organize Operator's Meetings with Staff.
• Taking meeting minutes
• Follow-up the registration of staff including (absence, Attendance) and report the operator daily.
• Preparing staff contracts, residencies, exit permits
• Use owner ID in government electronic web site to issue exit permit, book medical checkup appointment.
• Preparing attendance, payroll, monthly calculation and transfer it to Accounts.
• Preparing flights booking for staff in the beginning and the end of the year.
• Dealing with school building constructors, cleaning company, food supplier.
• Keep school original documents such as C.R, education license, apartments contracts, all other contracts with different companies & establishment card in the safe.
• Dealing with staff problems in the apartments
• Dealing with all kind of problems confidentially.
• Typing & distributing internal circulars
• Use a system to deal effectively with important documents and papers.
• Registration, documentation and organize staff's data containing the personal data of teachers.
• Dealing with office equipment's ( photocopier, fax, scanner)
• Calling Technician's to solve Problems in School.
• Sending Official Papers for Immigration department, Supreme Education Council, and governmental departments.
• Organize school drivers daily schedule.
• Assist Principal in translating his meeting with parents and his letters.
• Arrange school events such as end of year launch, Presentations.
• Working as a registrar for two months.
• Helping in pupil's registration procedures in school

Excutive Secretary, HR Officer at Muaither Independent School
  • Qatar - Doha
  • September 2008 to August 2009

 Dealing with e-mail, faxes and incoming, outgoing correspondences
 Use software tasks ( word, excel, powerpoint, publisher)
 Meet &greet parents, visitors to school
 Organize Operator's Meetings with Staff
 Follow-up the duration of the registration of teachers and the absence, attendance on detection of the operator daily reports
 Typing & distributing internal circulars
 Offices provide a system to deal effectively with important documents and papers
 Registration and documentation of staff's data containing the personal data of teachers, the absence of functional
 Dealing with high volume of calls & transferring calls for other departments

Secretary at The Gulf English School
  • Qatar - Doha
  • October 2007 to September 2008

 Translating:
a- School Letters
b- Class Letters
c- Co-Coordinator's Letters
d- During The Parents Meetings.
e- Comments from Arabic to English& vise versa in the home/school communication book.
 Registering the Pupils Daily Attendance
 Providing Arabic Copy of Terms Report and send them to parents with the English Report.
 Meet & Greet the Parents:
a- On need determine appointments with teachers or head teacher or coordinators.
b- Pass their comments or complaints to the head teacher.
c- Issuing Departures Slip for Pupil if there is any reason to leave before the end of school day.
 Check the Children inside class if there is a request from their parent
 Receiving the External Calls & transferring the lines in needs,
 Doing Photocopies, sending & receiving faxes, E- mails.
 Filling the Request for leave form for children then check the attendance sheet position after that I sign it from the Head Teacher, Class Teacher and Arabic Teacher.
 Preparing the Stationary Orders for the Store + Art Room and follow up with the store ladies in primary.
 Calling Technician's to solve Problems in School.
 Arranging Entrance Test for EY &KS1.
 Booking Busses for School Trips from Primary.
 Typing Trips Forms& give them to the teacher.
 Confirming Busses and booking the trips with Primary Building.
 Sending Official Papers (from all Staff) to the Primary School.

Secretary at The Gulf English School
  • Qatar - Doha
  • October 2007 to September 2008

 Translating:
a- School Letters
b- Class Letters
c- Co-Coordinator's Letters
d- During The Parents Meetings.
e- Comments from Arabic to English& vise versa in the home/school communication book.
 Registering the Pupils Daily Attendance
 Providing Arabic Copy of Terms Report and send them to parents with the English Report.
 Meet & Greet the Parents:
a- On need determine appointments with teachers or head teacher or coordinators.
b- Pass their comments or complaints to the head teacher.
c- Issuing Departures Slip for Pupil if there is any reason to leave before the end of school day.
 Check the Children inside class if there is a request from their parent
 Receiving the External Calls & transferring the lines in needs,
 Doing Photocopies, sending & receiving faxes, E- mails.
 Filling the Request for leave form for children then check the attendance sheet position after that I sign it from the Head Teacher, Class Teacher and Arabic Teacher.
 Preparing the Stationary Orders for the Store + Art Room and follow up with the store ladies in primary.
 Calling Technician's to solve Problems in School.
 Arranging Entrance Test for EY &KS1.
 Booking Busses for School Trips from Primary.
 Typing Trips Forms& give them to the teacher.
 Confirming Busses and booking the trips with Primary Building.
 Sending Official Papers (from all Staff) to the Primary School.

Secretary,Receptionist at Salam International Investement Co.
  • Qatar - Doha
  • February 2006 to May 2007

 Answering a high volume of calls and maintaining rapid response rate according to agreed standards.
 Log information on calls received, where required and maintaining detailed and accurate records.

 Maintaining and updating continuously a log of the availability of staff likely to receive inbound calls.
 File data and perform routine clerical tasks as assigned.
 Operate a variety of standard office machines, including personal computer and a variety of computer software such as phone, fax, photocopying machine, etc.

 Performing reception duties in an efficient, professional and courteous manner.
 Maintain regular and professional attendance, punctuality and personal appearance.
 Pursue personal development of skills and knowledge necessary for the effective performance of the role.
 Meet and greet clients and visitors.
 Perform general clerical duties, to include but not limited to; photocopying, faxing, mailing and filing.
 Maintain a hard copy and an electronic filing system.
 Purchase office supplies and equipment.

secretary at Al Jaleel Trading Co.
  • Qatar - Doha
  • May 2005 to February 2006

 Responsible for organization of the organization's filing system, handling all the correspondences of the organization, setting forth innovative ideas for the improvement of the organization's administrative system, as well as making sure that all tasks where met on time.
 Prepare correspondences, reports and materials for publications and presentations.
 Arrange GMs travel schedule.
 Prepare and maintain GM expense report.
 Setup and coordinate meetings and conferences.
 Create, transcribe and distribute meeting agendas and minutes of meeting.
 Answer telephone calls and handle them in an appropriate manner

secretary at Al Aser Constructing Co
  • Jordan - Irbid
  • January 1997 to April 1998

 Responsible for organization of the organization's filing system, handling all the correspondences of the organization, setting forth innovative ideas for the improvement of the organization's administrative system, as well as making sure that all tasks where met on time
 Answer telephone calls and handle them in an appropriate manner

Librarian at Irbed National University
  • Jordan - Irbid
  • September 1996 to December 1996

classifications, cataloging books, lending books to studients
organizing the contents of the library

Education

Diploma, Learning Resources Techniques&Library
  • at Balqaa University
  • August 1996

Specialties & Skills

MS Office Automation
Microsoft Excel
Microsoft PowerPoint
MS Word, Excel, Access, Power Point
Microsoft Office software & the Internet- Expert.
Lead team
Translation,
Team work
communication
office administration
planning
problem solving
minutes
negotiation
performance appraisal
marketing
payroll

Languages

English
Expert
Arabic
Expert

Training and Certifications

secretarial Skills Course (Training)
Training Institute:
Al Jazzera Training Centre
Date Attended:
March 2005
English Course: Conversation and writing skills (Training)
Training Institute:
Al Najjar Traing centre
Date Attended:
March 1998
Coputer Skills (MS-Office word,excel,internet) (Training)
Training Institute:
Al Najjar Traing centre
Date Attended:
May 1997

Hobbies

  • internet browsing,walking,listenning to music & reading