About the Role
Ingiasi Education and Learning Services is looking for an organised, approachable and detail-focused School Administrator to support the day-to-day administrative activities of our education and learning services in Glasgow.
The successful candidate will work closely with teachers, students, parents, senior staff and external organisations to maintain accurate records, coordinate schedules, process correspondence and ensure school administration runs smoothly throughout the academic year.
This role is suitable for someone with experience in school administration, education support, office administration, student services or a similar environment who is comfortable managing confidential information, responding to enquiries and balancing multiple priorities.
Key Responsibilities
School Administration: Provide day-to-day administrative support across school operations.
Student Records: Maintain accurate student information and update records when required.
Admissions Support: Assist with processing student applications and enrolment documentation.
Enrolment Records: Ensure new-student information is complete and entered accurately.
Attendance Administration: Maintain attendance records and follow up missing information.
Absence Recording: Process student absence notifications and update relevant systems.
Parent Communication: Respond professionally to routine enquiries from parents and carers.
Student Enquiries: Provide administrative information and support to students.
Reception Support: Assist with front-desk activities and welcome visitors appropriately.
Telephone Enquiries: Answer incoming calls and direct enquiries to the appropriate member of staff.
Email Management: Monitor shared administrative inboxes and distribute correspondence.
Visitor Records: Maintain accurate visitor sign-in and access information.
Appointment Scheduling: Arrange meetings between staff, parents and external contacts.
Calendar Management: Maintain school calendars and key administrative dates.
Timetable Support: Assist with administration relating to class and activity schedules.
Staff Administration: Support maintenance of routine staff records and documentation.
Teacher Support: Provide administrative assistance to teaching staff when required.
Student Documentation: Prepare routine letters, certificates and student correspondence.
Document Preparation: Produce administrative documents using approved templates.
Document Control: Maintain organised electronic and paper records.
Data Entry: Enter student and administrative information accurately into relevant systems.
Database Maintenance: Ensure school databases remain accurate and up to date.
Information Checks: Review records for missing or inconsistent information.
School Management Systems: Maintain information within relevant education-management systems.
Reporting: Prepare routine attendance, enrolment and administrative reports.
Meeting Coordination: Arrange staff and administrative meetings.
Meeting Documents: Prepare agendas, papers and other supporting materials.
Meeting Notes: Record routine meeting notes and agreed actions where required.
Action Tracking: Monitor administrative actions through to completion.
School Events: Support administration of school events, information evenings and activities.
Trip Administration: Assist with permission forms and administrative arrangements for educational visits.
Consent Forms: Maintain appropriate records of parent or guardian permissions.
Student Transfers: Support documentation relating to students joining or leaving the school.
Reference Requests: Process authorised requests for student information.
Examination Administration: Provide administrative support during examination periods where required.
Assessment Records: Assist with maintaining administrative records relating to assessments.
Room Bookings: Coordinate meeting-room and activity-space bookings.
Resource Administration: Maintain records relating to educational and office supplies.
Purchase Requests: Process approved administrative purchase requests.
Supplier Communication: Contact suppliers regarding routine school orders.
Invoice Support: Prepare purchasing documentation for finance teams where required.
Finance Administration: Assist with routine administrative records relating to school expenditure.
Forms Processing: Review submitted forms for completeness before filing or processing.
Confidentiality: Handle student, parent and staff information appropriately.
Data Protection: Follow established procedures for protecting personal information.
Safeguarding Administration: Maintain supporting administrative records according to school procedures.
Audit Support: Provide requested documentation during internal administrative reviews.
Policy Administration: Maintain current copies of relevant school policies and procedures.
Cross-Team Support: Provide administrative assistance to different departments during busy periods.
Continuous Improvement: Contribute ideas that improve school administration, record accuracy and service efficiency.
What We Are Looking For
Experience: Previous experience in school administration, education, student services, office administration or a comparable support role.
Administrative Skills: Strong ability to organise records, correspondence and routine office processes.
Education Awareness: Understanding of the professional standards expected within a school environment.
Student Service: Friendly and professional approach when supporting students and families.
Attention to Detail: High level of accuracy when maintaining student and administrative information.
Organisation: Strong planning and time-management skills.
Data Entry: Accurate and efficient approach to maintaining records.
Microsoft Office: Good working knowledge of Word, Excel and Outlook.
School Systems: Experience with school-management or student-information systems would be advantageous.
Record Keeping: Ability to maintain organised and confidential files.
Communication: Clear and professional written and verbal communication skills.
Telephone Skills: Confidence responding to parent, student and external enquiries.
Customer Service: Helpful and professional approach when dealing with different stakeholders.
Problem Solving: Practical approach to scheduling and administrative issues.
Prioritisation: Ability to manage several deadlines and responsibilities simultaneously.
Confidentiality: Strong understanding of the importance of protecting student and staff information.
Teamwork: Ability to work effectively with teachers, administrators and support staff.
Reliability: Consistent approach to deadlines and administrative responsibilities.
Adaptability: Comfortable responding to changing priorities during busy school periods.
Professional Development: Commitment to developing education-administration knowledge and skills..
Pay: £36,000.00-£40,000.00 per year
Work Location: In person
