Job Description

Job Title : Admin Head

Location:

Aundh, Pune, Maharashtra

Position Type:

Full-time (0845 hrs to 1700 hrs)

About Us:

Innocent Times School is a reputable educational institution dedicated to fostering a nurturing and enriching environment for neurodiverse children. We are an educational institution transforming education with individual and specialised education to help neurodiverse children develop holistically.

Position Overview:

We are seeking a highly organized and proactive Administrative Head to lead and oversee the administrative functions of our school. The role entails managing financial budgets, ensuring adherence to schedules, overseeing student life cycle management, procurement, record-keeping, inventory management, facility upkeep, business environment management, safety, hygiene, and personnel development within the school. We are looking for a dependable and courteous team member to join our team.

Key Responsibilities:

1. Administration:

Develop and manage the annual expense budget for the school, driving for revenue budget achievement and ensuring monthly adherence to the budget with constant drive for cost reduction. Track and follow up on fees and revenue dues. nsure 99% timely functioning of the school, including student & staff attendance, caretaker schedules, transport, & kitchen operations. Manage student life cycle in our school management system, including registration, admission, and graduation processes. Oversee the entire vendor management & procurement process, including expression of interest, letters of intent, obtaining comparative quotes, timely deliveries & release of vendor payments. Manage infrastructure and consumables inventory, ensuring age control and disposal as necessary. Ensure 99% upkeep of all facilities, utilities, IT infrastructure & timely repair of existing infrastructure. Ensure 100% compliance with all statutory requirements and uphold administrative standards across other centres. Maintain daily, weekly, and monthly reports as per established timelines.

2. Business Environment Management:

Resolve staff & resource conflicts while maintaining cross-functional balance and upholding organizational ethics and values. Achieve matrix organizational goals and handle external communication, including queries from stakeholders, potential new admissions, and existing parents. Manage vendor relationships. Ensure adherence to centre SOPs. Own the centre processes, contribute to new policies and planning, and roll out new SOPs while ensuring awareness and adherence.

3. Front Desk Management -

Supervise front desk operations, ensuring timely and courteous handling of inquiries, visitors, and phone calls. Coordinate with front desk staff to maintain a welcoming and professional environment. Oversee the management of student attendance records and ensure accuracy in reporting.

4. Caretaker Supervision -

Manage the recruitment, grooming, and training of caretaker staff. Contribute to caretaker development initiatives. Ensure caretakers are equipped with necessary resources and tools for their duties. Supervise caretakers to maintain cleanliness and orderliness throughout the school premises. Monitor and optimize the utilization of caretaker resources for delivering learning initiatives effectively.

5. Housekeeping Oversight -

Supervise housekeeping staff to ensure cleanliness and hygiene standards are maintained in all areas of the school, including classrooms, corridors, washrooms, and common areas. Develop and implement housekeeping schedules and procedures to ensure efficient operation. Monitor the inventory of cleaning supplies and equipment, ensuring adequate stock levels and timely replenishment.

6. Security Management-

Supervise security staff to ensure the safety and security of students, staff, and school property. Develop and implement security protocols and procedures to mitigate risks and respond effectively to incidents. Conduct regular inspections of security equipment and facilities to ensure functionality and compliance with safety standards. Coordinate with external security agencies or authorities as needed.

7. Emergency Response and Crisis Management-

Develop, implement & improve emergency response plans and protocols to address various scenarios, such as medical emergencies, natural disasters, or security threats. Conduct regular drills and training sessions to prepare all staff for emergency situations. Coordinate with relevant authorities and stakeholders to ensure a coordinated response during emergencies. Maintain 100% child safety with zero accident/incidence rate.

8. Petty Cash Management -

Establish petty cash policies and procedures to regulate disbursements, reimbursements, and reconciliations. Management of petty cash funds for day-to-day expenses, ensuring proper documentation and accountability. Monitor and maintain accurate records to track expenditures and maintain budgetary control. Conduct periodic internal audits, along with Finance team, of petty cash funds to ensure compliance with financial regulations and internal policies.

9. Fees Invoicing and Collection -

Generate all invoices for various fees and other charges levied by the school. Ensure accurate and timely invoicing to parents or guardians, following established billing cycles and procedures. Monitor fee collections and follow up on outstanding payments, communicating with parents or guardians as necessary to facilitate timely settlements. Collaborate with the finance department to reconcile fee collections, address discrepancies, and update financial records accordingly. Conduct quarterly external benchmarking of Fees, manpower, procedures & other relevant areas with competitors.

10. Team Development:

Foster team building and healthy cross-functional relationships within the centre and with head office teams. Serve as the go-to person for all staff at the centre, accepting suggestions and criticism. Provide training and ongoing support to front desk, caretaker, housekeeping, and security staff to enhance their skills and performance. Foster a culture of professionalism, teamwork, and accountability among all support staff. Conduct regular performance evaluations and provide feedback to support staff for continuous improvement. Fill in for organizational ad hoc needs as required.

Qualifications and Skills:

Bachelor's degree in Business Administration, Management, or related field; Master's degree preferred. Minimum of 10 years of experience in administrative management, preferably in an educational setting. Strong financial management and budgeting skills. Excellent communication and interpersonal skills. Proficiency in MS Office suite and school management software. Ability to multitask and prioritize tasks effectively. Strong leadership and team-building skills.

Note:

This job description outlines primary duties and responsibilities but does not limit the tasks that may be assigned. The team member may be required to perform additional duties as necessary for the efficient functioning of the school.

Preferred Skills:

Familiarity with school policies and procedures. Proficiency in using school management software or databases. Bilingual skills.
Job Types: Full-time, Permanent

Pay: ?30,000.00 - ?35,000.00 per month

Schedule:

Day shift
Supplemental Pay:

Performance bonus
Language:

English (Required)
License/Certification:

Master's degree in Psychology or B.Ed in Special Education (Preferred)
Work Location: In person