Admin / Librarian / Front Office

Chantilly Schools, based in Banana, offers quality education from Kindergarten,primary to Junior School.With our structured sections and dedicated teachers,we provide a supportive environment where learners excel academically and grow holistically.

Admin / Librarian / Front Office

DUTIES AND RESPONSIBILITIES

Administration

• Prepare, type, file and dispatch letters, memos, circulars and reports.

• Maintain staff, student and general office records, both in hard copy and digital.

• Keep and update registers, inventories, asset registers and stationery stock.

• Assist in organising meetings, school events and keep minutes when assigned.

• Support HR and the Head of Institution with documentation, data entry and filing.

• Handle confidential information with strict discretion in line with the Data Protection Act, 2019.

Library Management

• Run the library and ensure it is open, orderly and conducive to learning.

• Catalogue, classify, shelve and label books and other learning resources.

• Issue and receive books; maintain borrowing records and follow up overdue and lost items.

• Conduct regular stock-taking and report on stock status, damaged and missing items.

• Recommend and assist in acquiring books and resources aligned to the CBC curriculum.

• Support teachers with library resources required for lessons: reference books, readers, textbooks, charts and digital materials.

• Receive teachers’ resource requests, retrieve and issue items, and keep a teacher borrowing register.

• Prepare class book boxes and reading lists, and schedule class library periods with teachers.

• Promote reading culture and orient learners and teachers on library use and rules.

Front Office Relief and Admissions

• Relieve the front office officer during breaks, leave and absence.

• Receive and direct visitors, parents and suppliers courteously and professionally.

• Answer, screen and route telephone calls; keep the visitors’ and call logs.

• Receive, record and dispatch incoming and outgoing mail and deliveries.

• Serve as Admissions Officer: guide prospective parents on admission requirements, fees and school tours.

• Receive, check and file admission forms and documents, and keep the admissions register up to date.

• Follow up enquiries and applications and report admission statistics to management.

Customer Care

• Act as the first point of contact and main customer care officer for parents, visitors, suppliers and stakeholders.

• Handle enquiries, requests and complaints promptly and politely; resolve them or refer to the right office.

• Keep a complaints and feedback register, track follow-up and report recurring issues to management.

• Communicate school notices, appointments and circulars to parents through approved channels.

• Maintain a professional front office, always presentable, in line with the school’s customer care standards.

Teacher Support and Resource Procurement