Front Desk Officer Job Opportunity at Aga Khan Education Services Uganda

About Aga Khan Education Services Uganda

Job Summary

Key Responsibilities and Duties

• Manage the school reception area and welcome parents, visitors, students, and staff professionally.
• Receive and respond to telephone calls, direct calls appropriately, and take messages when the Head Teacher or relevant office holder is unavailable.
• Provide accurate information and guidance to visitors and stakeholders.
• Maintain a professional, friendly, and welcoming environment at the reception desk.
• Handle inquiries while maintaining confidentiality and professionalism.

2. Records Management and Documentation

• Maintain student attendance records in collaboration with form tutors.
• Notify the Head Teacher and parents regarding attendance concerns when necessary.
• Create and maintain student files, ensuring all required documentation is available, including:
  • Student biodata.
  • Academic records.
  • Achievement records.
  • Non-academic information.
• File incoming and outgoing correspondence appropriately.
• Issue and receive official files.
• Manage confidential school documents securely.
• Receive and process incoming and outgoing school mail.
• Maintain school fee payment records in coordination with the Accounts Department.

3. Office Administration and Management Support

• Support the Head Teacher’s office with daily administrative duties.
• Liaise with the Canteen Manager regarding approved canteen requests.
• Coordinate with the central office regarding approved transport requests from teachers.
• Assist in preparing and updating student and teacher statistics.
• Support preparation of monthly administrative reports.
• Type official correspondence, reports, and documents as assigned.
• Assist in organizing school meetings, events, and functions.
• Coordinate seating arrangements and meeting requirements.
• Work with the canteen manager to arrange refreshments for meetings and events.

4. Petty Cash Management

• Maintain petty cash records according to established procedures.
• Verify petty cash purchases and supporting receipts.
• Ensure proper documentation of cash transactions.
• Submit required records to the central office for accountability.

5. Additional Administrative Support

• Provide administrative assistance to other AKES Uganda Front Desk Officers and administrative teams when required.
• Perform other duties assigned by the Head Teacher and AKES Uganda management.
• Support smooth daily operations of the school administration office.

Qualifications and Requirements

• Bachelor’s Degree in Secretarial Studies or an equivalent qualification.

• Minimum 3 years of experience in front desk management, reception, administration, or customer service.
• Experience working in a reputable institution, school, or professional organization.
• Experience handling confidential information and administrative records.

Required Skills and Competencies

• Excellent spoken and written English skills.
• Strong interpersonal and customer service skills.
• Ability to communicate professionally with parents, students, visitors, and staff.

• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks effectively.
• Good record-keeping and documentation skills.
• Good knowledge of Microsoft Office applications.

• Professional and friendly personality.
• Strong problem-solving abilities.
• Ability to work effectively within a multicultural environment.
• High ethical and moral standards.
• Ability to maintain confidentiality.
• Strong teamwork and collaboration skills.

• Experience handling petty cash and processing payments.
• Ability to manage administrative systems accurately.

Why Join Aga Khan Education Services Uganda?

• Contribute to quality education and school development.
• Work in a professional and multicultural learning environment.
• Develop administrative and customer service skills.
• Be part of an internationally recognized education network.
• Support students, parents, and educators in achieving educational goals.

Career Growth Opportunities

• Senior Administrative Officer
• School Administrator
• Executive Assistant
• Office Manager
• School Operations Coordinator

How to Apply

• Front desk experience.
• Administrative skills.
• Customer service experience.
• Computer proficiency.
• Records management experience.