School Administration Officer (Junior & High School)

Job Description

We are looking for a competent and highly organized School Administration Officer to manage the administrative and financial operations of both our Junior and High schools. The successful candidate will work closely with the School Head, Group Accountant and the Bursar, ensuring smooth daily operations and effective communication with all stakeholders.

Duties and Responsibilities

1. Budgeting and Financial Management
a. Formulate annual budgets in consultation with the School Head and Group Accountant.
b. Implement budgetary control measures to ensure adherence to the approved budget.
c. Daily, weekly and monthly preparation of cashflow requirements.
d. Monitor cashflow and expenditure against budget, ensuring effective financial management.
e. Provide timely financial updates to the School Head, Group Accountant and Group Administrator to ensure efficient running of the school.
f. Oversee fundraising events, ensuring accountability for financial activities and reporting on income and expenditure.
g. Assist in processing financial documentation such as payments, receipts and invoices working closely with the Bursar.
h. Ensure accurate financial records of the school in collaboration with the Bursar and Accountant.
i. Provide accountability for all school-related financial activities, ensuring transparency in all cash handling and reporting processes.

2. School Enrollment
a. Assist the School Head in initiatives aimed at increasing school enrollment.
b. Oversee the admission process, ensuring that it is seamless from the initial inquiry through to enrolling the student.
c. Ensure the prompt processing of admission documents, accurate record keeping of student data and smooth onboarding for new families.
d. Ensure the reception and front office services are friendly, welcoming and provide a helpful first point of contact for parents, students and visitors.
e. Ensure timely and clear communication with parents regarding admissions, respond to inquiries and resolve complaints that may arise.
f. Collaborate with the marketing team to ensure clear communication with parents and promote the school to the community.
g. Encourage retention of existing learners and assist in circulating marketing materials to attract new students.

3. Office Administration
a. Manage routine administrative tasks, including reception duties, student enrollment.
b. Maintain accurate and up to date students’ records including admission data, medical, social record, attendance and academic reports.
c. Manage the school’s correspondence, ensuring timely communication with internal and external stakeholders through letters, emails and circulars.
d. Ensure proper accountability and follow up of payment plans completed by the parents, including surety forms.
e. Ensure proper management of the school’s asset register, including maintenance of equipment, IT equipment, learning materials and inventories, requesting quotations for repairs, and reporting non-functioning items.
f. Collaborate with teachers to ensure that learning materials are sourced and distributed on time to enhance student learning.
g. Record, transcribe, and collate information using computerized systems for ordering, purchasing, receiving, and stocktaking.
h. Collaborate with the Group Administrator to ensure timely and cost-effective supply of goods and services required for the school’s operations through adherence to procurement procedures.
i. Monitor stock levels of essential supplies (stationery, cleaning materials and ensure proper storage and distribution).
j. Work closely with the procurement team to ensure timely and cost-effective supply of goods and services for the school’s operations.
k. Monitor staff attendance and ensure leave records are timeously submitted and details incorporated in a salary requisition submitted on monthly basis.
l. Collaborate with the Group Human Resources Team in ensuring staff onboarding is properly conducted.

4. Cost Optmisation
a. Review monthly expenses and ensure alignment with approved school budget.
b. Collaborate with the school bursar to identify cost saving opportunities ie, utility bills, stationery, toiletries and detergents, where applicable implement bulk purchasing to reduce cost on frequently used items.
c. Ensure all expenditures follow procurement policies and regulations and are approved before purchase to avoid unnecessary spending.

5. School Ambiance & Learner Support
a. Oversee the cleanliness and maintenance of school grounds, classrooms and facilities in coordination with caretakers and maintenance staff.
b. Coordinate health and safety procedures, including first aid readiness and emergency protocols, in collaboration with medical personnel to ensure the provision of health services to learners through internal sick bay.
c. Collaborate with the IT department to ensure proper implementation of systems for uniform and textbook accountability.
d. Assist the School Head in scheduling sports, recreation, and creative activities, ensuring they are incorporated into students' timetables.
e. Assist with the onboarding of new students and organize school excursions.
f. Manage lost property and its distribution to learners.
g. Assist in the planning and execution of school events such as open days, parents – teacher consultations and sports days.
h. Collaborate with digital marketing team, and Creative Director to ensure events are well publicised and properly executed.

6. Data Analytics and Reporting
a. Provide daily updates on all related school fees collection, fundraising efforts, enrollment numbers, and uniform purchases.
b. Circulate statistical reports to the School Head on relevant data points, including budgeting and financial control.
c. Assist in preparing board reports and minutes for weekly school executive meetings, monthly or ad-hoc school meetings.

7. Compliance and Risk
a. Ensure adherence to regulatory requirements for school operations such as safety standards and educational guidelines.
b. Collaborate with the Group Compliance Manager ensuring any identified issues are addressed promptly.

Qualifications and Experience

• Bachelor’s degree in Finance, Accounting / Business Studies, or related field.
• Professional certification in Business Administration.
• At least 3-5 years’ experience in school administration or financial management.
• Experience in both Junior and High school settings is an added advantage.
• Strong understanding of accounting principles and school finance processes.
• Proficient in office software (MS Office, school management systems).

How to Apply

Interested candidates should submit their CV and cover letter detailing their experience and suitability for the role. Applications should be sent to hr@rgs.ac.zw by 14 August 2026.