Administrative Assistant
Hayat Universal School - Qatar
Total years of experience :15 years, 5 Months
Duties and responsibilities
Provides high level administrative assistance for school executives, through proactive thinking, planning, organizing, coordinating and decision making to minimize the interruption on their time so that they are able to focus on the educational management of the school.
Projects a professional, caring and responsive image about the school to various internal and external parties.
Implements the school policies and procedures in relation to the various areas and tasks assigned in a manner that serves the school objectives primary of which is attracting and maintaining high caliber teaching and administrative support staff, meeting the needs of students and parents and complying with government regulations and policies.
Maintains the confidentiality of all matters related to the school administration office and actively helps develop an attitude of teamwork among school staff, the integration of teaching and administrative staff and the promotion of positive morale within the school.
Establishing and maintaining systems of filing for documents and information related to the office being supported.
Attending to office visitors, keeping logs of visits, informing concerned managers, scheduling and following up on appointments.
Arranging, attending meetings, taking and circulating minutes.
Typing memos and reports as required.
Disseminating information and reports as required.
Assisting in developing class/teacher timetables.
Assisting in developing supervision schedules.
Assisting in school walk around to check on issues of safety, cleanliness adequate supervision, etc.
Assisting in working with students being sent to the office of the administrators.
Providing administrative and educational coordination support for school educational programs such as Guided Reading and Student Support Program and other educational functions of the school such as school growth planning and staff and professional development.
Coordinating school British Columbia certification and Qatar National School Accreditation. This includes several of the duties listed previously and may include support in follow up on teacher certification, the provision of information required by the BC Ministry of Education or Qatar Supreme Education Council.
Assisting with various HR tasks including but limited to recruitment, administrative follow up on teacher evaluation conducted by the Principal, support in solving problems with teacher accommodation.
Entering daily attendance and help maintain up to date record of attendance and generate reports to guide decision making that will improve attendance
Part Time - Work From Home
To validate, check, confirm and rectify the client information in our database for its 100% accuracy and quality
To recommend top industry companies to be showcased in our website or icons on apps
Part Time - Work From Home
To verify, call, and email client for the accuracy of the information we have in our database
To ensure we follow a standard format in providing the information we have in our database
To make sure that map and address locations for our client(s) are accurate and complete
To report, advise the Admin Manager if any other issues may arise
To make weekly progress report copy to all concern personnel
Maintains & prepares calendar schedule for manager
Coordinates administrative tasks within assigned department.
Composes correspondence, memos, forms, agendas, employee evaluations, meeting minutes, directories, and tables; proofreads documents for accuracy.
Assists in compiling, developing and maintaining budgets; monitors several budgets; prepares purchase requisitions.
Maintains general and confidential files.
Provides detailed administrative and clerical support
Arrange business travel booking for managers.
Coordinate with PRO request for business visa for visiting guests and clients
Arrange hotel bookings & airline tickets for managers & clients
Arrange contract for ticketing agents and hotel accommodation.
Arrange and coordinate with PRO the application & renewal of company licenses
Contact shortlisted applicants
Conduct phone interview and schedule interview for prospective applicants
Advertise job opening through newspaper and other website
Coordinate mobilization of new employees from abroad; mostly; India, Philippines & Nepal and GCC countries
Attend to employee complains in a proper manner and with accordance with company policy.
Update Employee duties & responsibilities according to ISO Standards
Assists in compiling, developing and maintaining budgets; monitors several budgets; prepares purchase requisitions. Within HR/Admin department
Payroll preparation for employees
Monitoring of daily time record of employees
Conducts orientation to newly joined employees.
Process leave settlement and end-of-service for exiting employees.
Assist in visa monitoring and renewals for all employees
Assist in processing of working permit for employees with their own visa
Prepare duty roster for drivers and security personnel.
Arrange accommodation for employees
Prepare contracts for lease agreement
Preparation of HR reports
Maintain HR files (hard & soft copy)
Prepare employee evaluation worksheet
Arrange Health and Insurance benefits & claims for employees.
Do assigned tasks
Reliever
Provide professional and efficient secretarial support.
Attends and responds to all business communications and correspondence.
Timely completion of all typing jobs including reports.
Organizing and coordinating management business travel and hotel bookings.
Facilitates daily lessons to students from Grade 3 - Grade 6
Prepare motivational tools for effective classroom discussions.
Prepare and input daily and quarterly exams.
Prepare and input daily, quarterly and year-end evaluation of students.
Helps in student sectioning.
Entertains possible enrollees.
Proctor during examination.
This course explores multiple forms of communication within a business environment. Emphasis is placed on writing, listening, speaking, nonverbal and interpersonal communication with internal and external business audiences. This course helps understand marketing, the process through which organizations analyze, plan, implement, and control programs to develop and maintain beneficial exchanges with target buyers. Effective marketing is critical for the long-term success of any business organization because this function ensures that the firm attracts, retains, and grows customers by creating, delivering, and communicating superior customer value. This course will provide a systematic and objective approach to the search for and analysis of information relevant to the identification and solution of marketing problems. This course will familiarize the fundamental retailing concepts and practices. Emphasis will be given to a strategic planning approach for developing and managing the retail marketing mix. The principles of advertising are covered from a business-planning framework. This surveys the advertising field from the marketing-advertising- planning framework. It also discusses the targeting of advertising, types of media, media planning and buying, creative planning, and the basic creative formats for each medium. An evaluation of advertising and the production of efficient ads.