RLS - Administrative Assistant

Job description

About Rashid and Latifa Schools Establishment:

Established under Law No. (11) of 2022, Rashid and Latifa Schools (RLS) is a unified educational institution that brings together Latifa School for Girls (founded in 1982) and Rashid School for Boys (founded in 1986). Both schools were originally created by Royal Decree of the late Ruler of Dubai, His Highness Sheikh Maktoum Bin Rashid Al Maktoum, with the vision of delivering world-class education to Emiratis and expatriates alike. As two of Dubai’s oldest and most prestigious schools, RLS has educated generations of leaders and influential figures, including His Highness Sheikh Hamdan bin Mohammed bin Rashid Al Maktoum, Crown Prince of Dubai, His Highness Sheikh Maktoum bin Mohammed bin Rashid Al Maktoum, Deputy Ruler of Dubai and Minister of Finance, His Highness Sheikh Ahmed bin Mohammed bin Rashid Al Maktoum, Chairman of the Dubai Media Council, Her Highness Sheikha Manal bint Mohammed bin Rashid Al Maktoum, Chairperson of Dubai Women’s Establishment, and Her Highness Sheikha Latifa bint Mohammed bin Rashid Al Maktoum, Chairperson of Dubai Culture. Today, RLS continues this legacy as a modern, integrated institution, dedicated to nurturing excellence and preparing future generations of leaders.

Main Purpose

We seek an Administrative Assistant who will be responsible for managing the school's front desk and handling various administrative tasks. This individual will serve as a first point of contact for parents, students and staff, with responsibilities including answering and redirecting phone calls, welcoming visitors with professionalism and warmth and ensuring the smooth operation of the school. In addition to these duties, the successful candidate will be expected to provide accurate information and address inquiries about the school's programs, services, and policies. The Administrative Assistant will also support school activities, tours, events and oversee the scheduling of meeting rooms and assisting with the schools ECA schedule. They will be responsible for managing student attendance, absences, late passes, early pick-ups and class registers.

Furthermore, the role will involve assisting other departments with administrative tasks and admissions-related responsibilities, as well as offering translation support as needed. To excel in this position, the ideal candidate must be a motivated individual committed to providing exceptional service and fostering strong connections within the school community, while adhering to the school's rules, regulations and standards of conduct.

Responsibilities

• Set an exemplary tone for the RLS community through modelling the school's Purpose, Principles, Practices and Values.
• Act as the first point of contact for students, parents, faculty and visitors.
• Greet and welcome students, parents, faculty and visitors with a warm and friendly attitude.
• Direct visitors to the appropriate departments or individuals and communicate with staff, letting them know when their visitors have arrived.
• Maintain an organised and clean front-desk area.
• Responsively answer, screen and transfer incoming phone calls with a polite and professional approach while adhering to RLS telephone etiquette standards.
• Foster clear and timely communication between the school, students, parents, staff and stakeholders.
• Ensure a thorough understanding of all essential details related to RLS to offer comprehensive and precise information on diverse topics such as the school's location, curriculum, admission process.
• Respond to parental general inquiries and address concerns in a timely and professional manner using the approved communication channels.
• Providing exceptional customer service to students, parents, faculty and visitors to create a positive and enjoyable experience, upholding the respected reputation of RLS with a strong emphasis on professionalism.
• Effectively communicate essential information to administrators and teachers via email, written notes, or phone calls, ensuring that essential information is accurately communicated.
• Contribute to the smooth operation of the school's front-desk.
• Uses software to schedule meetings, message parents, input data and track tasks as needed.
• Keep track of students' daily attendance, absence, make phone calls to follow up on absences and send text messages.
• Ensure the student portal is regularly updated with accurate attendance records.
• Assist students and parents with any inquiries regarding attendance and absences.
• Run records and procedures for late drop-offs and early pick-ups and update attendance portal, inform security, and notify teachers of any early pick-ups.
• Keep the daily fire register up to date.
• Generate attendance and absence reports for Senior Leadership Team (SLT) as needed and maintain an automated archive of daily attendance reports.
• Aid during school tours, activities and events as needed.
• Actively support the Admissions team by contacting inquiries and updating them in the system as needed.
• Ensure the reception area is kept presentable.
• Carry out administrative and secretarial duties as delegated by the direct supervisor or senior leadership to help achieve their goals.
• Carry out administrative tasks as delegated by the line manager, senior leadership and faculty to help achieve their goals.
• Ensure the RLS policies, procedures, and codes of conduct are always followed.
• Uphold strict punctuality standards and consistently attend work during core hours.

Essential Qualifications

• Fully conversant in Arabic and English.
• Experience in front desk, customer service or related field.
• Strong administrative skills, with ability to multitask and meet deadlines in a fast-paced environment.
• Creative thinking and problem-solving abilities.
• Excellent interpersonal and communication skills.
• Competent in using technology and digital platforms.
• Proven ability to maintain sensitive and confidential data.
• Ability to work both independently and collaboratively.

Desirable Qualifications

• A Degree / Bachelor or equivalent.
• Knowledge of educational systems and schools’ policies.
• Understanding of preventive measures for safeguarding.
• Engagement at work with VIPs.

Personal Qualifications

The ideal candidate for this role possesses:

Communication: Demonstrate professionalism in communication, actively engage in listening, build strong connections with the school community and understand all aspects of the school.

Customer-Oriented: Friendly, flexible, observant, and skilled at providing accurate information and responses to everyone that interacts with.

Organisation: Efficiently structured and adept at administering vital information necessary for the seamless front-desk workflow.

Flexibility: Ability to adjust to new situations and continue working at an elevated level.

Culture awareness: Understanding and acknowledge the diverse cultural backgrounds within the school community, promoting respect for various cultures and ensuring fairness in all front-desk interactions.

Problem Solving: Ability to manage issues with ease, take initiative and can make decisions quickly and accurately.

Multitasking: Capacity to handle several responsibilities concurrently without becoming confused or overburdened.

Teamwork: Ability to work well with others and thrive in a team environment.

Trustworthiness: Exhibit a strong commitment to maintaining the confidentiality of handling sensitive data, information and documents.

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