Summary
Date Posted: Wednesday, November 15 2023, Base Salary: Not Disclosed

JOB DETAILS:
Nature and Scope
• Reporting to the Human Resources, the School Administrative Assistant/ Immigration Liaison oversees the administrative services including coordinating office procedures and records management. The position operates in an environment of high volumes of work with constant interruptions and changing priorities.
• To assist in carrying out their administrative tasks with excellence in order to best aid in the goal of facilitating positive growth in the students of Heritage International School to ensure the development of their God-given gifts for Christ-like service in the world community.
• To provide general administrative support to the School under the instruction of Senior Staff and to assist in the efficient running of the School Office.
• The School Administrative Assistant/Immigration Liaison is responsible for processing student, faculty and staff visa and immigration procedures.

Personal Qualities
• Modeling and Leadership
• Model a personal commitment to Christ and Bible-based Christian living
• Maintain personal devotional and prayer life
• Member of a Christian Church, either locally or abroad
• Seek to inspire others to Christian commitment, faith, and living
• Contribute toward and maintains a positive Christian spiritual environment
• Exhibit characteristics of being a life-long learner
• Maintain a positive academic environment focused on growth and excellence
• Demonstrate a serving attitude toward fellow staff and students / parents
• Seek to have a positive and congenial manner
• Consistently maintain ethical and moral personal and professional standards
• Ability to maintain confidentiality of sensitive information seen or heard
• Resourcefulness, enthusiasm, patience, resilience and a sense of humor

Skills
• Effective written and oral communication skills and the ability to request and convey information in an appropriate manner
• Ability to organize workload in order to coordinate the administrative and immigration work tasks
• Ability to prioritize work in a busy environment often under pressure and multiple demands
• Ability to work well independently and as a team member

Professional Responsibilities (Immigration roles)
• Advise parents on documents needed for online student visa application.
• Assist parents to process students' online visa application as required. 3 months, 6 months or 1 year.
• Advise incoming members of staff on documents necessary to enable easy processing of visas.
• Assist members of faculty and staff to identify documents needed for visa processing.
• Process necessary visas required including extensions
• Online application of special passes, work permits, dependent visas e.g. for spouses or children.
• Communicate with staff regarding NSSF exit requirements and collaborate with HR Manager
• Assist staff in applying for necessary visas and work permit as needed
• Collaborate with HR Manager in all immigration issues pertinent to the School
• Travel to Immigration, Interpol, or NGO Offices as necessary for any paperwork or official visits
• Processing dependent passes, students’ passes, special passes and work permits.
• Visits embassies for different enquiries on immigration related issues.
• Draft and send documents as needed
• File and record all important immigration documents from staff or school families
• Stay abreast of the ever changing entry/exit requirements for Uganda

Professional Responsibilities (Administrative roles)
• Coordinates office administrative services for the school including implementing and updating administrative policies, procedures and services
• Serve as secretary and provide administrative assistance to the Head of School:
• Arranges meetings, prepares and circulates agendas, records minutes, and books appointments in the Head of School’s calendar
• Perform public relations and communications services for the Head of School
• Take and transcribe dictation as required
• Acting as a liaison between the Head of School and school staff in order to efficiently communicate information, arrange meetings, etc.
• Creating, editing, updating, photocopying and filing documents and templates as needed by the Administration
• Assists with the arrangements for special events i.e. guest speakers, parent/teacher interviews, and open houses
• Perform a wide variety of problem-solving tasks in support of the Heritage staff.
• Assisting with professional development activities by finding and organizing essential documents, assisting with scheduling, maintaining a record of activities, and providing staff with necessary paperwork
• Taking meeting minutes (Admin Team, Board, Curriculum Committee, etc.) and keeping an organized and accessible record of them
• Prepares, maintains and files a variety of school based records, lists and reports
• Researching and providing helpful information on a variety of educational topics as instructed by the Head of School
• Updating and distributing communications which may include but is not limited to the school’s website, social media, school notice boards, newsletters and other communication with parents, colleagues and the community.
• Assisting in the creation, distribution, and analysis of school surveys
• Assisting in the organization (creation, minutes, attendance) of school committees
• Providing front desk coverage when assistance is needed
• Assisting the Registrar and Principals in updating the school database and student records and putting together admissions packets
• To assist the School Office and Business Manager in marketing the school (management of the social media accounts, school swag i.e clothing)
• Staying abreast of the school calendar, activities, meetings, and schedules in order to assist staff members and answer inquiries
• Provides assistance to students/patrons in the case of injury or illness and performs assigned duties during fire/earthquake drills and other crisis situations
• Perform other duties as assigned.

Professional Development
• Annually submit in writing his/her professional goals to his/her supervisor and follow the school’s Supervision and Appraisal process.
• Participate with faculty and administration in professional development and in-service activities
• Remain abreast of current developments for administrative professionals through active collaboration with other professionals, attending appropriate workshops and conferences where possible, and through reading of professional journals
• Participate with faculty and administration in all-staff meetings, Committee meetings, parent-teacher meetings, professional development and in-service activities
• Remain current with Immigration rules and regulations

Professional Qualifications
• Possess a minimum of an undergraduate degree from a recognized university
• Previous experience of working in an office environment, dealing with face to face interactions (School office experience preferred)
• Affluent in Microsoft Office
• Basic knowledge of Graphics Design
• Working knowledge of Google professional tools
• Demonstrates a respect for diversity of culture, religion, and different Christian traditions
• Give evidence of previous successful experience as an administrative assistant.
• Demonstrate the ability to communicate effectively in English, both orally and in writing
• Demonstrate the ability to use technology for word processing, data management and telecommunications
• Previous travel and/or work experience in a school office is preferred.


Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure

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