Twitti Primary School is a community-focused basic school that provides quality education to children from underprivileged backgrounds. Located in Lilayi, the school is committed to academic excellence, holistic student development, and fostering a nurturing learning environment. We are looking for a proactive and detail-oriented Administrative Assistant to join our team. The ideal candidate will play a crucial role in ensuring smooth day-to-day operations, supporting school programs, and maintaining efficient administrative processes.

Position: Administrative Assistant

Contract: Two-year renewable contract (performance-based)

Location: Plot 86, Lilayi Close, Lilayi (Off Kafue Rd,) Lusaka

Deadline for Applications: 17th April 2025.

Preferred Candidate Requisites:

Age: 23-35 years

– Resides within a 10km radius of Twitti Primary School

– Proficient in administrative tasks, scheduling, and data management

– Experience in debt/payments collection (added advantage)

– Computer literate with proficiency in Microsoft Office, Google Workspace, and other relevant tools

– Excellent verbal and written communication skills

– Possession of a valid driver’s license (Advantageous for running school-related errands and logistics)

Reports to: The School Director and Head Teacher

Key Responsibilities

1. Office Administration & Operations Management

– Manage front office operations, student admissions, and records efficiently.
– Develop and maintain accurate filing systems for student information
– Handle correspondence, document preparation, and report writing for school leadership.
– Provide administrative and executive support, including travel arrangements for school executives.

2. Collections Support & School Fee Tracking

– Monitor and track all outstanding school fees, ensuring timely collection.
– Develop and implement effective fees collection strategies to minimize unpaid fees.
– Follow up with parents/guardians on overdue payments via calls, emails, and formal notices.
– Work closely with the accounts department to generate and distribute invoices and fee statements.
– Prepare weekly and monthly reports on fee collection progress and outstanding debts.
– Liaise with parents to set up structured payment plans when necessary.

3. Communication, Customer Service & Stakeholder Engagement

– Act as the first point of contact for parents, staff, and stakeholders, ensuring professional and warm communication.
– Write, edit, and manage internal and external communications
– Foster strong relationships with parents, teachers, donors, and community stakeholders.
– Respond to inquiries via email, phone, and in person, ensuring timely and effective resolution.

4. Scheduling & Coordination

– Manage and maintain school calendars, meetings, and appointments using Google Calendar
– Ensure smooth coordination for teacher schedules, classroom assignments, and resource allocation.
– Assist with recruitment by scheduling interviews, onboarding new employees, and maintaining personnel records.

5. Data Entry, Management & Research

– Maintain accurate student assessment data and track academic progress using Excel and Google Sheets.
– Assist the Head Teacher in developing reports to track school performance, enrollment trends, and attendance statistics.
– Assist in researching grant opportunities and writing proposals for funding.

6. Media, Marketing & Brand Management

– Maintain and enhance the school’s digital presence across social media and official communication channels.
– Design promotional materials using Canva, Adobe Illustrator, Photoshop, and Premiere Pro.
– Document and photograph school events, programs, and special activities.
– Conduct market research to analyze trends and improve student enrollment strategies.

Qualifications, Experience and Educational Background:

– Diploma or Bachelor’s Degree in Business Administration, Public Administration, Psychology, or a related field.

– 1+ years of experience in administrative support, school operations, or secretarial work.

– Experience in debt/payments collection (added advantage)

– Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Google Workspace, and scheduling tools.

– Strong organizational and multitasking abilities.

– Excellent communication and interpersonal skills.

– Ability to work independently and collaboratively in a fast-paced environment.

Why Join Twitti School?

– A supportive and growth-driven work environment.
– Opportunities for career development and professional training.
– A chance to make a meaningful impact in community-based education.