School Administrative Assistant (Qatarization)

Role Overview

School Administrative Assistant (Qatarization) at International Schools Partnership, based at The Hamilton International School.

Company Overview

International Schools Partnership (ISP) is committed to safeguarding and promoting the welfare of children and young people. ISP operates according to five core principles: beginning with children and students at the heart of all work; treating everyone with care and respect; operating effectively by focusing on what matters most; being financially responsible; and learning continuously through personal and professional development.

Role Purpose

Provide comprehensive administrative support to the school leadership team and ensure the smooth operation of school office functions, including communications, documentation, data management, and coordination of school activities while maintaining strict confidentiality and prioritizing student safety and wellbeing.

Key Responsibilities

Communications and Documentation

• Prepare PR items to create and increase exposure on social media and school website.
• Draft, type, and dispatch reports, articles, letters, newsletters, agendas, and minutes or records of meetings.
• Check all correspondence before sending for signature.
• Prepare letters, presentations, and reports.

Office Operations and Administration

• Devise and maintain office systems, including data management and filing.
• Manage office budgets.
• Streamline processes to ensure the team works as efficiently as possible.
• Take responsibility for all administrative tasks and support the administrative team.
• Monitor work requirements in the absence of the senior administrator.
• Undertake other duties commensurate with the post to ensure smooth operation of the company's functions.

Stakeholder Engagement

• Facilitate orientation and induction for new parents and students.
• Attend meetings with senior leadership team (SLT).
• Use appropriate IT resources to aid presentations, conferences, and corporate visits.

Policies and Projects

• Carry out specific projects and research.
• Facilitate annual review and update of company policies.

Team Support

• Contribute to team effort by accomplishing tasks as needed.
• Maintain positive professional relationships with all staff members.

Health, Safety, and Safeguarding

• Emphasize the importance of safety in all areas of the curriculum and communicate to students the importance of a responsible attitude toward personal safety, the safety of others, and respect for school property and equipment.
• Perform playground duties on time and with due diligence to safeguard Hamilton students.
• Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities.
• Assist in implementing all policies and rules governing student life and conduct.
• Ensure that all necessary health and safety rules and procedures are being followed.
• Maintain awareness of all health and safety measures to be taken when in school.
• Prioritize the physical and emotional safety of students in all interactions.

Confidentiality

• Always observe a code of strict confidentiality.
• Ensure that confidentiality is never compromised.

Qualifications & Experience

• Bachelor's Degree from an accredited institution.
• Minimum 3 years' work experience.
• English is mandatory.
• Arabic is an advantage.

Skills & Competencies

• Exceptional written and oral communication skills.
• Excellent word processing and IT skills, including knowledge of a range of software packages.
• Ability to work under pressure and to tight deadlines.
• Good time management skills.
• Ability to research, digest, analyze, and present material clearly and concisely.
• Sales and marketing knowledge.
• Ability to work on own initiative.
• Honesty and reliability.
• Attention to detail.
• Flexibility and adaptability to juggle a range of different tasks and work extra hours to meet deadlines.
• Discretion and understanding of confidentiality issues.
• Excellent communication and people skills at all levels.
• Ability to coordinate and collate data.
• Health and Safety Awareness.
• Energetic and enthusiastic attitude.
• Dynamic, positive approach to deliver the school's vision.
• Self-motivation and ability to take initiatives.
• Demonstration of understanding of and commitment to best practice model.
• Good knowledge and information of school operations.
• Ability to establish and maintain effective working relationships with staff.
• Presentation skills with ability to present information in a concise and professional manner.
• Organization skills: well organized and able to prioritize tasks and workload.
• Customer service orientation.
• Critical thinking.
• Ability to negotiate, persuade, and motivate others.
• Willing attitude to be part of the school team.
• Strong sense of professionalism.
• Safeguarding and welfare of children understanding.
• Collaborative team-player with excellent interpersonal skills.
• Behavior management knowledge.
• Record keeping and report preparation methods.
• Interpersonal skills including tact, courtesy, and patience.
• Customer focused approach.
• Willingness to undertake appropriate professional development.
• Empathetic listener and patient.
• Integrity and confidentiality commitment.
• Internationally minded.
• Emotional intelligence.
• Intercultural awareness and creativity.
• Flexible with can-do attitude.

Additional Information

Compliance and Professional Standards

• Comply with the school's Vision, Mission, and Policies.
• Maintain positive professional relationships with all staff members.
• Maintain strictly professional contact with students, with physical and emotional safety of students being of paramount importance.
• Strictly follow working hours as arranged with the principal.

Safeguarding and Vetting

All post holders are subject to appropriate vetting procedures, including an online due diligence search, references, and satisfactory Criminal Background Checks or equivalent covering the previous 10 years' employment history.

Diversity, Equity, Inclusion, and Belonging

International Schools Partnership is committed to strengthening its inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background, or other demographic characteristics. Candidates who share the ISP vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.