Main Purpose

The MHS Office Administrator is responsible for the effective day-to-day administration of the American Middle and High School Office and for providing high-level administrative and operational support to the Head of MHS and the Senior Leadership Team.

The role acts as a key point of coordination between students, parents, teaching staff, SLT and relevant school departments, ensuring that administrative processes, student records, communication and daily office operations are handled efficiently, accurately and professionally.

Key Responsibilities

1. General Administration & Communication

• Facilitate verbal and written communication, including messages, memos and emails, between SLT members and other staff.

• Send relevant communications and announcements to MHS students.

• Receive and respond to parent requests and enquiries, resolving routine matters and referring issues to the appropriate member of staff when required.

• Coordinate meetings and appointments between parents, teachers, students and SLT members.

• Welcome prospective parents, students and visitors and direct them to the appropriate staff member.

• Prepare and send parent communications relating to student absence, detention and other relevant concerns.

• Coordinate student-related queries concerning textbooks, lockers, absences, missing work and other administrative matters.

• Manage MHS Lost & Found procedures and records.

2. Student Administration & Follow-Up

• Coordinate and maintain records relating to academic and behavioral detentions and follow up on student attendance at assigned detentions.

• Monitor and follow up on MHS discipline matters through the relevant school system.

• Maintain and update student medical and sports documentation on the appropriate system and files.

• Prepare and maintain records for student car slips, out-of-uniform cases, medical/nurse requests, lateness and early departure, and communicate relevant information to concerned departments.

• Monitor student bus changes requested by parents and coordinate with Operations and Bus Controllers.

• Manage student lockers across the Middle School.

• Handle MAP results, including distribution to parents and transferring relevant scores to class-list records for the following academic year.

• Send warning communications to students identified as being at risk of failing.

• Follow up with students who have failed to register their attendance or have missed homeroom and ensure records are corrected as required.

3. Attendance Administration

• Monitor MHS student attendance records and ensure teachers complete attendance accurately and on time.

• Follow up with teachers regarding incomplete or inaccurate attendance records.

• Maintain tracking records for recurring attendance-recording issues.

• Follow up with students regarding missed registration or homeroom attendance and coordinate necessary corrections.

4. Systems Administration & Student Data

• Work with the school's designated student information and learning management systems, including Toddle and Rediker.

• Add new MHS students to the relevant systems.

• Upload and maintain class lists once finalized by the Head of MHS.

• Remove leavers from the relevant systems.

• Add and update student timetables.

• Amend course information throughout the academic year as required.

• Support students with account access, including password changes and resolving account-related errors.

• Support the Middle School reporting cycle by checking student data and updating grade information as required.

5. Maintenance & Operational Coordination

• Receive maintenance requests from staff and the Housekeeping Supervisor.

• Communicate maintenance requests to the Maintenance Department.

• Maintain appropriate records and follow up on outstanding requests when necessary.

• Coordinate student transportation changes with Operations and Bus Controllers in accordance with parent requests.

6. Registrar & Admissions Coordination

• Liaise with the Registrar Office regarding documents required by MHS students.

• Coordinate with the Registrar Office regarding new students and leavers and ensure relevant information is communicated and updated appropriately.

7. Emergency Procedures

• During fire alarms or emergency evacuations, collect the required registers, proceed to the designated assembly area and ensure that all required registers are accounted for.

Requirements

Qualifications & Competencies

The successful candidate should demonstrate:

• Excellent organizational skills and strong attention to detail.

• Strong interpersonal and relationship-building skills.

• High levels of confidentiality, discretion, flexibility and reliability.

• Excellent written and verbal communication skills.

• A broad understanding of the school's structure, departments and administrative processes.

• Ability to manage competing demands and conflicting priorities while maintaining accuracy and meeting deadlines.

• Ability to use initiative, make appropriate decisions and work with authority when required.

• Ability to work effectively as part of a team as well as independently.

• Strong technological skills, including advanced Microsoft Office skills and familiarity with relevant school information systems.

Core Skills

• Patience and professionalism

• Empathy and understanding

• Multitasking and prioritization

• Conflict resolution

• Communication

• Problem-solving

• Teamwork

• Accuracy and attention to detail

• Initiative and accountability