Administrative Officer

Job Description

HEI UAE is an exclusive partnership with HEI Schools (Helsinki International Schools) which brings Finland’s globally acclaimed, award-winning Early Childhood Education model to the UAE market. Research-based methodology provides a high-quality child-centred approach which focuses on the holistic development and well-being of children (social, emotional, physical, cognitive growth, and character). HEI curriculum encourages children to exercise the type of curiosity and creativity which keeps adults thriving and is brought to life through comprehensive teacher training by HEI mentors from Finland.

Job Description The administrative officer is responsible for customer relationships in the nursery. She ensures that all administration-related documentation and files are updated and stored safely. She is responsible for invoicing and collecting fees in a timely manner as well as maintaining accurate financial records for audits. She oversees service requests and resource ordering and ensures that the invoices are processed on time. She supports the principal in her duties and in the absence of the principal will oversee the operations of the centre.

Centre Operations

• Develop and maintain positive working relationships with parents, staff, and service providers.
• Meet and greet parents and handle their queries, concerns, and complaints.
• Carry out tours of the Centre when needed.
• Ensure all operation and compliance related documents are updated and recorded accurately.
• Update Classroom Allocations regularly.
• Maintain and update child records.
• Create schedules where needed.
• Oversee that all required maintenance/repair work is done in a timely manner.
• Oversee centre operations in the absence of the principal.

Staff Management

• Manage daily related staff issues, requests and concerns and take appropriate actions.
• Support the principal in the monthly payroll process.
• Support staff onboarding and offboarding.
• Ensure all staff-related documents are updated and stored safely and shared with relevant departments.
• Maintain records on the expiry date on staff related documents and inform the relevant department one month prior to the expiry.
• Communicate the attendance to finance and HR for the payroll.
• Maintain confidentiality.

Financial Management

• Monitor Centre’s expenses and implement cost-effective measures.
• Collaborate with the finance team to ensure accurate and timely financial reporting when applicable.
• Sign off deliveries – groceries, art/craft deliveries etc.
• Prepare the invoices and send them to parents in a timely manner.
• Monitor the fee payments and remind the parents of the payment.
• Flag any discrepancies or delays in the payments to the principal and the finance team
• Ensure all payments for the services and resources are made in a timely manner.

Regulatory Compliance

• Ensure compliance with licensing requirements, health and safety regulations, and educational standards.
• Coordinate inspections, maintaining accurate records, and addressing compliance issues promptly.
• Maintain records of the expiry date on licenses, contracts and approvals, and inform the relevant department one month prior to the expiry.

Parent And Community Engagement

• Foster strong relationships with parents, addressing their concerns, and maintaining regular communication.
• Act as an advocate for the centre and demonstrate open and polite customer service.
• Be friendly and welcoming to all external or internal visitors.
• Maintain confidentiality.

Qualifications

• Bachelor’s in BA or Accounting

Additional Information Experience Requirements:

• Minimum: 3 years in an accountancy or administration position
• Desired: 5+ years in accountancy or administration in a school or nursery setting

Skills And Abilities

• Knowledge of best practices in early childhood education, curriculum development, and pedagogy.
• Strong leadership and organizational skills, with the ability to inspire and motivate teams.
• Excellent communication and interpersonal skills to build relationships with stakeholders, parents, and community partners.
• Understanding financial management principles and experience in budgeting and resource allocation.
• Familiarity with licensing requirements, regulations, and compliance standards in early childhood education.