School Office Administrator

Job description

We are recruiting a School Office Administrator to support the Academic Project Manager in a busy, dynamic school environment.

This is a new full time support role. Hours are : Monday-Friday on site 8am-4.30pm

Reports to: Deputy Principal

Purpose of the Role The School Office Administrator plays a key support role within the academic function, providing efficient administrative and operational assistance to the Academic Project Manager (APM). The purpose of this role is to ensure the smooth coordination, organisation, and delivery of academic projects and initiatives by managing day-to-day administrative processes, maintaining accurate records, and facilitating effective communication across stakeholders. The role also acts as a central point of contact for internal staff, students, and external partners, ensuring queries are handled promptly and information is communicated clearly.

Key Responsibilities

Examination Process – assist APM with

• Planning and scheduling of all examinations throughout the academic year.
• Organise examination timetables, liaising with Head of Operations in scheduling classrooms.
• Print all examination papers.
• Ensure correct number of scripts are available for number of students.
• Schedule examination supervisors and ensure they know exam protocols.
• Assis APM with generation of examination reports end to end.

Correctors & Oral Examiners

• Assist in the recruitment of correctors and oral examiners on an annual basis.
• Work closely with teachers on their requirements ensuring all correctors/oral examiners are aware of marking schemes.
• Work closely with HR ensuring all correctors & oral examiners have contract of employment and access to kelio.
• Work with all correctors & oral examiners to ensure they are entering hours of work into kelio on time and accurately ensuring correct category is being selected e.g. corrections, mock examinations etc.
• Assist APM with monthly reporting to Principal on correctors and oral examiners.

Student Orientation

• Organise orientation for all students.
• Liaise with Student Services to obtain all relevant data of the incoming academic year group.
• Send students specific details regarding orientation dates and times.
• Coordinate with staff to organise rooms, diaries, decks, and presentation materials.
• Assist PM with comms regarding orientation both internally and externally to ensure a smooth operation.

Open Days

• Assist APM with all open days throughout the year.
• Liaise with Admissions and Head of Operations for numbers and classroom availability.
• Assist APM with Annual Open Day on all duties such ambassador coordination, linking in with marketing and admissions for numbers etc.

Academic Bookings

• Assist APM with booking of all external school extracurricular activities including venues and transport.

Events

• Graduation ceremonies – annual
• Graduation Ball – annual
• Parent Teacher meetings – annual

Front Office – General admin support

• Student queries.
• Timetable queries / changes.
• Mailbox support responding to queries.
• Phone support.
• Class/study supervision.

Qualifications / Experience

• Leaving Certificate essential
• Experience working in a post-primary school setting desirable but not essential.
• Strong organisational and administrative skills with high attention to detail.
• Excellent communication and interpersonal skills.
• Ability to build positive relationships with students and staff.
• IT Proficiency – Confident use of office systems (e.g., Microsoft Office, student information systems, project tracking tools).

Key Competencies

• Strong problem-solving and initiative.
• Confidentiality and professionalism.
• Administrative Excellence
• Stakeholder Management
• Time Management & Prioritisation
• This role requires candidates to be flexible and there is a requirement to work an odd Saturday and evenings to facilitate events e.g. graduation ball and parent teacher meetings.
• Salary: €35-37k