SCHOOL ADMIN ASSISTANT

ADMIN ASSISTANT – JOB DESCRIPTIONRole Purpose

To provide efficient administrative, documentation, coordination and office support for the smooth day-to-day functioning of the school and the Principal’s Office.

Key Responsibilities

1. General Administration

• Handle day-to-day administrative and office activities.
• Assist the Principal/Management in routine administrative matters.
• Coordinate with HODs, teachers, students, parents, Accounts, Reception, IT and support staff.
• Follow up on assigned tasks and ensure timely completion.
• Maintain confidentiality of school, student and staff information.

2. Records & Documentation

• Maintain student, staff and school records, registers, files and databases.
• Maintain physical and digital filing systems with proper indexing.
• Prepare, update, scan, print and archive official documents.
• Maintain records of important approvals, certificates, licences and official documents.
• Ensure documents are properly arranged and readily available when required.

3. Official Correspondence

• Receive and process official correspondence.
• Maintain inward and outward/dispatch records.
• Prepare letters, notices, circulars, reports, statements and routine replies as directed.
• Handle official email correspondence and maintain relevant records.
• Track important communications and deadlines.

4. CBSE / DOE / DDE & Compliance

• Assist in CBSE, DOE, DDE and other government-related administrative work.
• Collect required information from concerned departments.
• Prepare documents and data for official submissions.
• Assist with online portals, forms and uploads.
• Maintain submission receipts, acknowledgements and compliance records.
• Keep inspection and compliance files updated and properly organised.
• Follow up on pending requirements and deadlines.

5. Student Administration

• Assist with admission and withdrawal documentation.
• Maintain student records and required registers.
• Assist with Transfer Certificates, certificates, applications and other student documents.
• Support attendance-related administrative records.
• Assist in responding to routine parent/student administrative queries.
• Maintain confidentiality of student information.

6. Staff Administration

• Assist in maintaining staff personal files and service-related records.
• Maintain joining, relieving, resignation and other administrative documentation.
• Assist with leave and attendance records as assigned.
• Collect and maintain staff information/documents required for official purposes.

7. Examination & Academic Administration

• Assist examination in-charge/HODs with administrative requirements.
• Support preparation and distribution of examination-related documents.
• Assist with admit cards, examination records, schedules and other administrative requirements.
• Assist in maintaining academic and examination documentation.

8. Meetings, Events & School Activities

• Assist in preparation of meeting notices, agendas, attendance sheets and supporting documents.
• Maintain meeting records/minutes as assigned.
• Provide administrative support for PTMs, workshops, examinations, functions and school events.
• Coordinate routine logistical requirements.

9. Procurement, Stationery & Inventory

• Assist in preparing purchase requirements and obtaining quotations as directed.
• Maintain purchase-related documentation and records.
• Maintain office stationery and administrative supplies.
• Assist in maintaining stock/inventory records.
• Coordinate with vendors/service providers for routine requirements.
• Ensure supporting documents such as quotations, bills and approvals are properly filed.

10. Principal’s Office Support

• Prepare reports, statements, presentations and documents as directed.
• Organise files and information required by the Principal.
• Maintain a follow-up/pending-work record.
• Coordinate collection of information from various departments.
• Assist in ensuring timely completion of administrative submissions and assignments.

11. Digital & Computer-Based Administration

• Maintain administrative data in MS Excel and School ERP/MIS.
• Use online government/education portals as required.
• Handle email, document conversion, scanning and digital filing.
• Maintain organised digital folders and records.
• Coordinate with the IT team for technical issues relating to administrative systems.

12. Inspection & Compliance Support

• Assist in preparing records and documents for CBSE, DOE/DDE and other inspections.
• Ensure relevant files are complete, updated and properly arranged.
• Maintain copies of inspection reports, compliance submissions and supporting evidence.

13. Parent, Visitor & Office Coordination

• Deal courteously and professionally with parents, visitors and other stakeholders.
• Provide routine administrative information or direct queries to the appropriate authority.
• Coordinate appointments and routine communication as directed.
• Maintain professionalism and confidentiality at all times.

Essential Qualification & Experience

• Graduate in any discipline from a recognised university.
• Minimum 2 years of relevant administrative/office experience, preferably in a school or educational institution.
• Previous experience in a CBSE school will be preferred.

Essential Skills

• Good working knowledge of MS Word and MS Excel.
• Good knowledge of email, Internet, online portals and digital documentation.
• Familiarity with School ERP/MIS will be preferred.
• Good English communication and drafting skills.
• Strong organisational and record-keeping abilities.
• Good coordination and interpersonal skills.
• Ability to maintain confidentiality.
• Ability to manage multiple tasks and meet deadlines.
• Professional, disciplined, responsible and courteous approach.

Reporting

Reports to: Principal / Administrative Officer / Management, as applicable.

Note

The Admin Assistant will perform duties within the authority delegated by the Principal/Management and will not independently approve expenditure, issue official commitments, or take policy/disciplinary decisions unless specifically authorised.

Pay: ₹25,000.00 - ₹40,000.00 per month

Work Location: In person