Head - Administration - Thanekar International School

Location

East | India

Job description

Thanekar International School, Badlapur invites smart, energetic and creative professionals to be a part its family. We are looking for someone who can initiate, develop and be a part of our quest for excellence in holistic education. 

Purpose:

To lead the Administration function for the new school campuses. Ensuring all Administration related processes and systems are implemented and followed in the school. Ensuring adherence to various compliances such as timely renewal of NOCs (Fire, Sanitation etc.), ensuring Min. wages for 3rd party contractual staff, ensuring contribution under PF, ESIC etc. for them is timely deposited, ensuring all the safety & security related processes, systems are up to date and functioning, ensuring timely and cost-effective procurement etc. To provide seamless Admin services to all the employees in the school. 

Principal Accountabilities & Responsibilities:

Managerial Roles & Responsibilities 

• Ensuring effective utilization of manpower and suggest changes to respective Principal based on the need in terms of job profile of the employee /cross campus transfers. (Must come to consensus with the Principal before impacting the change. Can escalate the matter to the Director if convinced about the same).
• Supervising staffs – 3rd party contractual staff, drivers, Didis, gardener, electrician, security staff etc.
• As primary employer, it is the responsibility of the Admin. Head to make sure that the following systems / processes etc. are in place.
• Filing of police verification, medical reports of all 3rd party contractual staff. This is to be done on an yearly basis and whenever there are replacement employees.
• Making sure that min. wages, PF & ESI under this category of employees under the contractor has been paid
• Monitoring their leaves, assigning duties etc.
• Conducting refresher course at least twice in a year.
• Taking care of all requirements as per monthly calendar of the school well in advance. This includes arrangements to be made for events, workshops, celebrations etc., arranging printing and stationery items etc.
• Arranging stationery & printing as per the approved (by Principal) requisition form submitted by the concerned teacher
• Preparing estimate expense as per budget for the event and once approved documenting the same in sanction notes
• Sharing the final expenses after the event / workshop / celebration etc. with the Sr. Management and Accounts.
• Taking care of all travel (local & domestic) requirements of HOS, HODs & team visiting from Shri Educare Ltd. As per the information shared by the concerned.
• To facilitate the entire admission process for prospective parents & address queries of prospective and existing parents.
• To arrange for parents’ orientation with the concerned authorities.
• To facilitate the withdrawal process.
• in-charge of working / functioning of all electrical items in the office premises and rectifying issues if any after informing Head of School.
• Ensuring the Register is maintained by the electrician for checking of all electrical fittings. He after the inspection in the morning (before school starts) & after dispersal, need to get this register signed by Admin. Head.
• A schedule to be prepared for the servicing of electrical panel, genset etc. and getting the same done without delays. Activity schedule for such services are attached herewith.
• Filing the reports submitted by the agencies carrying out these servicing.
• Preparing petty cash / imprest statements and submitting to Accounts after approval from Head of School / Authorised signatory. Petty cash / imprest account cash limit to be set internally by the Sr. Management of the school
• Sharing the expense details of Petty cash / imprest account statements with Principal Ma’am on a daily basis by the end of the day.
• Submitting the petty cash / imprest account statements along with all supporting bills after taking signatures of Principal / Authorised person.
• Making sure that cash transactions valuing above Rs.2000/- is not to be made to any party / vendor.
• Processing of invoices received from various vendors / services etc. after taking approval from Head of School / Authorised Signatory.
• Submitting of invoices received from various vendors after checking and taking approval from the authorized signatory with accounts.
• Primary person in shortlisting and recommending various service providers such as transport agency, canteen, tuck-shops, various suppliers etc. in the school premises.

Following processes to be followed for selecting a service provider:

• Taking their profile and rate for the specific service.
• Feedback from their clients.
• Sharing a comparison sheet with Sr. Management for their approval.
• Releasing proper Work Order / Job Order to the agency.
• Fixed Asset verification to be carried out once in a year and the discrepancies to be resolved.
• Whenever an unused / unrepairable item to be scrapped, scrap note to be filed and submitted to accounts. Once they confirm asset removal from the books the same to be updated in the fixed asset register as well. So at any point in time, the no. of fixed assets in books as well as the actual assets will be same.
• Implementing SOPs provided by SEL related to Admin. after making necessary changes based on the state rules and regulations. All SOPs to be approved and signed by Principal.
• Service Satisfaction Survey (Admin.) to be conducted along with SEL every year and based on the concern areas Action plan to be prepared and each issue to be closed.
• Accountable for visitor management especially during school hours. Following processes / systems to be implemented.
• Proper visitor management register to be maintained.
• Visitor ID cards to be issued to the visitor.

Safety & Security

• Accountable for functioning of CCTVs installed in the campus and its recording.
• Proper monitoring system should be in place.
• Regular monitoring during school hours.
• A register to be maintained for checking the functioning of CCTVs & backup.
• In case any of the CCTV is not functioning, the same need to be rectified within 24 hours from the time of reporting.
• Checking backup data every alternate day and mentioning the same in the register.
• Filing Incident report in case of any incident.
• Initiating Safety Committee Meeting with Principal.
• Documenting MOMs of Safety Committee Meeting & filing ATR.
• Responsible for closing all major critical and recommended points in the Safety Audit Report.
• Responsible for carrying out various maintenance activities related to building, fire, electrical etc. time to time, reporting issues raised by respective agencies with Sr. Management and taking action.
• Filing / maintaining all relevant reports.
• Assign duty to staff for various cleaning activities.
• Maintenance activities to be carried out as per the frequency mentioned in the checklists attached.
• Responsible of carrying out mock drills time to time.
• Identifying professional agencies providing this near the school locality.
• Carrying out mock drills for fire, earthquake etc. at least every quarter.
• Keeping record of the activities carried out during mock drills.
• Training to all staff on disaster management, fire related etc. either internally or through professional agencies.
• Taking care of recommendations of Safety Committee members.

Transport

• Collecting bus fees data of nearby schools and sharing bus fee recommendation with Sr. Management
• Vendor recommendation (if in case of leasing of buses) after proper scrutiny of the vendor, its drivers, helpers etc.
• Preparing routes based on the requisitions received.
• Taking trial of all routes and rectifying issues, if any, in consultation with Sr. Management.
• Making sure the buses / cabs hired met all regulatory requirements.
• Maintaining all buses / cabs documents such as copy of RC, Permit, Fitness, PUC, insurance etc.
• Maintaining bus / cab staff documentation such as copies of DL, Aadhaar, Police verification, medical reports etc. time to time.

Construction Activities

As a Primary accountable person between the Sr. Management, Contractor and architect on construction happening at the site, following are the major role and responsibility under this section:

• Responsible to share daily update on the status of the day’s construction with Sr. Management.
• Responsible to make sure the labourers details are properly maintained on a daily basis before they are allowed in.
  Keeping track of maintenance of each bus / cab in case of owned vehicles.
• Taking care of issues raised by all stakeholders (parents, students, teachers, bus Didi etc.) time to time.
• Functioning of GPS, CCTVs in each bus.
• Monthly data on – fuel cost, maintenance charges, total km run etc. to be provided to the Sr. Management in case of owned vehicles.
• In and out register of labourers to be maintained separately in a register.
• Making sure that the contractor had provided proper safety measures to their staff / labourers such as safety belts, helmets etc. No one should be allowed to work in the campus without these safety measures.

Canteen

As the Primary accountable person between the school & the contractor who has given the contract to run canteen, following are the roles & responsibilities under this:

• Maintaining documents such as police verification, medical test reports, FSSAI License.
• Primary person responsible for following the menu decided for a specific month.
• Primary person responsible for checking in and out register, checking whether FIFO system is followed or not etc.
• Keeping a sample of all cooked food for 24 hours. Maintaining register for the same.
• Responsible to make sure one third of the canteen committee members checks food daily before serving to all and a register is maintained for the same.
• Responsible for hygiene of the cooking area, cooked food etc.
• Responsible for testing of Food & water (drinking and cooking) on a quarterly basis.

Finance & Accounts

• Preparing Admin. Budgets for each FY along with Principal.
• Maintaining Operational, R & M expenses under control (specifically below the budgeted amount). To share the Admin. MIS Report with Sr. Management of the school and also with SEL.
• Assessing of expenses to be incurred in the upcoming month and preparing monthly projections accordingly. Projections to be shared with Sr. Management at least 10 days before starting of next month.
• In case of any unbudgeted expenses, special approval to be taken from the Authorised signatory.
• Keeping track of expenses through Budget Vs. Actual of every month and informing the Sr. Management on reasons for increase / decrease.
• Informing Sr. Management if in case expenses in any head (in Admin. Budget) is going high drastically and taking appropriate actions.
• If the possibility of cost cutting is there in any area by changing the process / practice the same to be discussed with Sr. Management and implementing the new system or process at the earliest. For e.g. procurement of stationery items based on orders received for a specific month Vs. buying bulkily based on avg. consumption.
• Sharing the expense tracker every month through 3 box diagrams with Sr. Management.

Compliances under Administration

• Agreements / contracts with various service providers – issuing / renewal time to time after taking approval from Head of School / Authorised signatory.
• To oversee legal compliance of labour laws with respect to administrative staff (especially contractual labour) of the school.

Position Specification

Graduate, Post Graduate.

Any industry (Schools or University)

7 - 12 years

Detail Orientation and Drive for Results, Persuasive Communication, Compliances, Achievement Orientation

Job tags

Salary