Administrative Officer

Role Overview

Administrative Officer at Ghobash Group, HEI UAE. This role supports the operations of an early childhood education centre delivering Finland's globally acclaimed Early Childhood Education model in the UAE.

Company Overview

HEI UAE is an exclusive partnership with HEI Schools (Helsinki International Schools), bringing Finland's research-based, award-winning Early Childhood Education model to the UAE market. The curriculum focuses on holistic child development—social, emotional, physical, cognitive growth, and character—through a child-centred approach. Teacher training is provided by HEI mentors from Finland.

Role Purpose

The Administrative Officer is responsible for customer relationships, administration, financial management, and centre operations. The role ensures all documentation is accurate and secure, invoicing and fee collection are timely, financial records are maintained for audits, service requests are managed, and centre operations run smoothly. In the absence of the principal, the officer oversees all centre operations.

Key Responsibilities

Centre Operations

• Develop and maintain positive working relationships with parents, staff, and service providers.
• Meet and greet parents and handle their queries, concerns, and complaints.
• Carry out tours of the centre when needed.
• Ensure all operation and compliance-related documents are updated and recorded accurately.
• Update classroom allocations regularly.
• Maintain and update child records.
• Create schedules where needed.
• Oversee that all required maintenance and repair work is completed in a timely manner.
• Oversee centre operations in the absence of the principal.

Staff Management

• Manage daily staff-related issues, requests, and concerns and take appropriate actions.
• Support the principal in the monthly payroll process.
• Support staff onboarding and offboarding.
• Ensure all staff-related documents are updated and stored safely and shared with relevant departments.
• Maintain records of expiry dates on staff-related documents and inform the relevant department one month prior to expiry.
• Communicate attendance to finance and HR for payroll.
• Maintain confidentiality.

Financial Management

• Monitor centre expenses and implement cost-effective measures.
• Collaborate with the finance team to ensure accurate and timely financial reporting when applicable.
• Sign off deliveries—groceries, art and craft deliveries, and similar items.
• Prepare invoices and send them to parents in a timely manner.
• Monitor fee payments and remind parents of outstanding payments.
• Flag any discrepancies or delays in payments to the principal and finance team.
• Ensure all payments for services and resources are made in a timely manner.

Regulatory Compliance

• Ensure compliance with licensing requirements, health and safety regulations, and educational standards.
• Coordinate inspections, maintain accurate records, and address compliance issues promptly.
• Maintain records of expiry dates on licences, contracts, and approvals, and inform the relevant department one month prior to expiry.

Parent and Community Engagement

• Foster strong relationships with parents, address their concerns, and maintain regular communication.
• Act as an advocate for the centre and demonstrate open and polite customer service.
• Be friendly and welcoming to all external and internal visitors.
• Maintain confidentiality.

Qualifications & Experience

• Bachelor's degree in Business Administration or Accounting.
• Minimum 3 years in an accountancy or administration position.
• Desired: 5 or more years in accountancy or administration in a school or nursery setting.

Skills & Competencies

• Knowledge of best practices in early childhood education, curriculum development, and pedagogy.
• Strong leadership and organizational skills, with the ability to inspire and motivate teams.
• Excellent communication and interpersonal skills to build relationships with stakeholders, parents, and community partners.
• Understanding of financial management principles and experience in budgeting and resource allocation.
• Familiarity with licensing requirements, regulations, and compliance standards in early childhood education.