ADMINISTRATOR

ADMINISTRATOR

Kampala Music School

Admin & Office

Today

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Skills Assessment

Kampala

Full Time

Education

Confidential

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Job summary

The Administrator works with the Executive Director and relevant managers to ensure the smooth, efficient and professional running of Kampala Music School (KMS). The role provides day-to-day leadership of the administrative function, coordinates key operational services, maintains accurate records and systems, and supports KMS to meet its academic,

Min Qualification:

Bachelors

Experience Level

Mid level

Experience Length

3 years

Language Requirement

English

Working Hours:

Full Time - 8 to 5

Applicant Location

Uganda

Job descriptions & requirements

ADMINISTRATOR

Kampala Music School

The Administrator works with the Executive Director and relevant managers to ensure the smooth, efficient, and professional running of Kampala Music School (KMS). The role provides day-to-day leadership of the administrative function, coordinates key operational services, maintains accurate records and systems, and supports KMS to meet its academic, stakeholder, governance and compliance obligations. The Administrator is expected to promote high standards of service, accountability, teamwork and financial sustainability across the School. The Administrator shall have direct responsibility for the following areas:

• LESSON MANAGEMENT AND SCHEDULING

Manage and coordinate, with the Admin Assistants and teaching team, KMS music lessons, practice schedules, room bookings and related resources to ensure reliable service delivery, accurate records and appropriate use of School resources. Specific related duties shall include –

1.1 Ensure that the student timetable is complete and accurate, and that students are allocated appropriate rooms, equipment and teachers in line with confirmed bookings and payments.

1.2 Maintain an accessible master timetable and ensure that bookings, confirmations, changes and cancellations are communicated promptly to students, parents, teachers and relevant staff.

1.3 Maintain an accurate room and resource booking system covering lessons, practice, rehearsals and other activities, with reliable data for monthly utilisation and management reporting.

1.4 Coordinate the bursary administration process, including application receipt, completeness checks, assessment support, documentation and allocation, in line with approved criteria and procedures.

1.5 Monitor bursary students’ lesson attendance and follow up unexplained or repeated absences promptly, escalating issues where required.

• ADMINISTRATION AND FINANCE

Lead and coordinate the administrative function to deliver efficient, responsive and cost-conscious services across KMS. Specific related duties shall include –

2.1 Coordinate administrative support and logistics for KMS external events, ensuring that venues, equipment, transport, staffing and other requirements are confirmed in advance and delivered as planned.

2.2 Develop and implement clear caretaker and maintenance procedures so that maintenance needs are identified, prioritised, assigned and followed through to completion.

2.3 Support and monitor the Caretaker to ensure that maintenance activities are completed to the required standard and within agreed timelines.

2.4 Coordinate transport services for organisational activities, ensuring appropriate planning, accountability, safety and value for money.

2.5 In liaison with the Caretaker and relevant management, ensure security incidents are recorded, escalated, investigated and addressed, and that preventive actions are tracked.

2.6 Work with the Finance and Administration Manager to prepare accurate monthly bursary reports for the relevant committee, including compliance, attendance and exceptions requiring action.

2.7 Prepare timely, clear and accurate donor reports, including required financial and academic information, in coordination with the Finance and Administration Manager and relevant programme staff.

2.8 Together with the Finance and Administration Manager, maintain an annual compliance calendar and ensure statutory payments, filings and returns are prepared and submitted on time, including applicable URA, NSSF, NGO and other regulatory requirements.

• ADMINISTRATIVE SUPPORT TO THE BOARD

In liaison with the Executive Director, provide effective administrative support to the KMS Board and management and maintain appropriate records and follow-up of agreed actions. Specific related duties shall include –

3.1 Manage meeting logistics, notices, papers, attendance and other administrative requirements for Board and committee meetings.

3.2 Act as the Board minute secretary by taking Board minutes and ensuring that they are accurate and are circulated to Board members in time for appropriate decision-making and follow-up.

3.3 Maintain a secure governance records system and ensure approved minutes are signed, filed, and readily retrievable.

3.4 Serve as secretary to the Monitoring and Evaluation Committee, attend scheduled meetings and coordinate agreed administrative follow-up actions.

• FACILITIES MANAGEMENT

Maintain and manage the premises, creating a clean, pleasing environment for all stakeholders and visitors: Specific related duties shall include –