ADMIN OFFICER (ADMIN HEAD)

POSITION – Admin Officer (Head of Administration)

REPORTING TO – Principal

WORK LOCATION – The Khaitan School, Sector – 40, Noida

Position Summary

The Head – Administration & Facilities will be responsible for overall administration, infrastructure, safety, security, transport, stores, and facility management of the school campus. The role ensures smooth day-to-day operations, statutory compliance, child safety, vendor management, and efficient support services.

RESPONSIBILITIES

1.  Housekeeping and maintenance of school premises and assets:

a)  To supervise, direct and coordinate the housekeeping activity to ensure a clean and safe environment for the children at school. To ensure that the school’s site is aesthetically pleasing.

b)  To ensure that the school’s furniture, fixtures and equipments are in good condition at all times.

c)   To maintain and keep updated asset registers and inventories, at all times.

d)  To ensure that the school’s electricity, water supply, sanitation systems and fire alarms are regularly inspected for efficiency and safety and meet the standards prescribed by Government Departments and schools internationally.

e)  To ensure optimum and effective utilization of the Generator at all times so that the electricity costs are minimized as far as possible. Take necessary steps in effecting savings on electricity consumption and water supply, in consultation with the Principal.

2. Ensure efficient transport arrangement for children:

a)  Ensure the provision of a transport system of high standards in terms of safety and efficient service for the students as well as for the school.

b)  Ensure that there is adequate supervised pick up and disbursal of children

c)   Assigning duties and responsibilities to attendants and drivers, monitoring of conductors, maintenance of student attendance record, provision of safety material, water, towels and First Aid box, etc

d)  Ensure that the Bussing policy is meticulously followed.

e)  Report incidents involving inappropriate behavior of students to the Principal.

f)   Attend to parent complaints regarding bus service and resolve them with the help of Principal.

g)  Ensure that all records regarding credentials/permits of drivers /attendants and vehicles (NOC, transport license/driving license/R/c books etc.) are maintained by the Transport Officer

h)  Ensure compliance to all applicable government rules and regulations.

i)    Ensure that the vehicles, children, third parties are adequately insured against all risks and such policies are renewed on a timely basis.

3.  Expansion and additional facility creation:

a)    To monitor the progress of work relating to expansion of school building and additional facilities being developed through interaction with the Estate officer and ensure timely execution, quality and safety in work.

b) Ensure proper approvals are in place for any expansion, from concerned authorities. Interact with Local development authority and Education Departments, as and when required.

c) To analyse the quotes obtained from suppliers/contractors for such expansion tasks and take it forward for further approval with the Principal/Manager.

4. HR Administration matters for Off Role Staff:

a)  Ensure that statutory books and records are maintained in compliance of the various Acts and Regulations prescribed as per PF, ESI, IT, Sales Tax Act, etc.

b)  Ensure that the records pertaining to Leave and Attendance for all staff are maintained and handed over in time for monthly payroll preparation.

c)   Assist with any task relating to HR as and when required by the Principal/Admin Manager.

d) To monitor the deployment of the support staff during regular school days and during holidays/vacation.

5. Catering:

a)  Ensure that proper and efficient catering arrangements are made for students, staff and guests.

b)  Liaison with the Caterer for Menu, changes thereof and the Dietician as is necessary.

6. Purchase of stores items and preparing necessary documentation (temporary):

a)  Ensure that Material Requisitions for Stores items are duly raised when necessary and approved by the concerned for Purchase, as per procedure prescribed.

b)  Maintain a database for approved vendors or preferred suppliers for all items purchased on a regular basis. Monitor their performance and keep track of quality, timing of delivery and reliability. Provide feedback of their performance on a regular basis to the Principal

7. General Management:

a) Prepare the Revenue and Capital budget requirements for the next financial year, in prescribed formats provided by the Sr Accountant. Ensure that there is justification for each item of expenditure budgeted and there are quotes supporting each estimate, to facilitate finalization of budget.

b) To assist the Principal in preparing revenue budgets concerning maintenance, horticulture, housekeeping and equipment for the financial year. Monitor the actual costs vis-à-vis that budgeted at all times to ensure that they are within budget.

c) To co-ordinate and oversee the school’s security arrangements. To ensure adequate safeguards are available at school so that children are in a safe and secure environment.

d)  To co-ordinate and monitor the deployment and work of the Outsourcing/ support staff.

e)  Maintain a description of the school buildings and grounds, and floor plans.

f)   Maintain files of staff as directed by the Principal.

g)  To prepare budget requests and follow established protocol for expenditures.

h)  To oversee and co-ordinate condemnation procedures.

i)    To ensure that inventory of all school equipment and furniture is maintained and updated at all times.

j)   To co-ordinate and oversee arrangements required for events and functions at the school.

k)  To maintain in custody all Contracts pertaining to outsourcing, all Agreements which relate to the Administrative department of the school.

l)    To attend to miscellaneous works such as marketing for attracting students to the school, as directed by the Principal.

m) To carry out any other tasks assigned by the Principal, from time to time

KNOWLEDGE / EXPERIENCE REQUIRED FOR THE JOB:

• Appropriate degree or qualification (e.g. B.Com, B.E., Management Diploma)
• At least 10-15 years’ experience in General Administration, out of which at least 5 years in a team handling role.
• Knowledge and understanding of Government rules and regulations applicable to schools.
• Resource Management (buses, facilities, equipment, materials.)
• Experience in administrative procedures.
• Communication Technology familiarity.
• Clear presentation skills
• Reliability and integrity.
• Ability to work under pressure
• Ability to meet deadlines
• Organizational skills
• Commitment
• Energy, Vigour and perseverance

About the School –

Founded by Mr. G.N. Khaitan, a visionary and philanthropist, The Khaitan School came into existence in 1995. The Khaitan family has been instrumental in the nation-building process through their legacy and has been actively involved in establishing and managing various schools since 1966, including Khaitan Pre-School (Noida), Khaitan

Public School (Ghaziabad), BDM International School (Kolkata), Indus Valley World School (Kolkata), Sun Preparatory School (Kolkata), and others.

With a student strength of over 3650 students, a copious strength of 270 teachers and administrative staff, TKS is a thriving community of learners, parents, teachers and caretakers. Our school bus service caters to most sectors of Noida, Greater Noida West and Delhi.