Receptionist, Student Administration, Marketing- & HR Leave Coordinator

Independent Schools Association of Southern Africa; Stellenbosch; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A leading educational institution is seeking a Receptionist and Student Administration Coordinator for a temporary position running from August to December 2025. This role includes front office responsibilities, coordination of student admissions, and administrative support for marketing and HR functions. Ideal candidates will have strong communication and organizational skills, along with a warm demeanor that aligns with Waldorf values.

Qualifications

• Minimum five years’ experience in school administration recommended.
• Familiarity with Waldorf education is preferable.
• Proficiency in database or school management systems.

Responsibilities

• Serve as the first point of contact at the school reception.
• Manage student records and ensure compliance with regulations.
• Assist with marketing coordination and communication.

Skills

Communication

Multitasking

Organizational skills

Confidentiality

Warm demeanor

Education

Diploma in Management Assistant or equivalent

Tools

Microsoft Office

Google Workspace

Canva

Job description

We are seeking a confident and well-organized individual to support our front office team and coordinate student administration, basic marketing tasks, and HR leave administration.

This is a temporary contract post running from August to December 2025. Applicants should be well-versed in communication, multitasking and have a professional presence.

• Reporting to: Administration Manager
• Salary: R16 695.00 per month (Total cost to company)
• Contract Duration: August to December 2025
• Probation Period: August to September 2025

Overview

Stellenbosch Waldorf School is seeking an efficient and detail-oriented individual to serve as the Receptionist, Student Administration, Marketing- and HR leave Coordinator. This pivotal role supports the smooth daily operation of the school through effective front-of-house reception, student administration, staff records, and collaborative communication and marketing initiatives. The successful candidate will be a central point of contact for parents, pupils, staff, and visitors, upholding the values of Waldorf education in every interaction. The candidate will work closely with the Administration Manager

KEY RESPONSIBILITIES

Reception & Front Office

• Serve as the first point of contact at the school reception
• Welcome visitors and ensure they are received with warmth and professionalism
• Manage incoming calls, messages, and general inquiries

Student Administration

The role of Student Administration is central to fostering smooth operations and positive relationships within the school community. It encompasses both administrative precision and empathetic engagement.

Key responsibilities include:
Admissions & Registration

• Serve as the first point of contact for prospective families, providing a warm and informative introduction to the school’s ethos and procedures.
• Guide parents/guardians through the registration process, ensuring all required documentation is complete and compliant with relevant policies.
• Coordinate admission timelines and liaise with relevant staff to support seamless student integration.
• Monthly progress report on new registrations

Student File Management

• Oversee the accurate and confidential management of student records, including personal details, academic history, medical information, and consent forms.
• Ensure timely updates to student files, reflecting admissions, transfers, withdrawals, and other changes, in compliance with data protection regulations.

Attendance & Absenteeism

• Monitor daily attendance and collaborate with class teachers to identify and address patterns of absenteeism.
• Maintain comprehensive attendance records and communicate sensitively with families regarding absences, promoting shared responsibility for student wellbeing and engagement.

Communication with Families

• Act as a liaison between the school and parents/guardians, addressing queries related to student administration.
• Distribute regular updates and reminders about administrative procedures, term dates, student data confirmations, and other key information.
• Support crisis communication in coordination with senior staff when necessary.

Progress Reports & Academic Records

• Assist in compiling and formatting student progress reports in collaboration with teachers and the pedagogical team.
• Manage the distribution of reports to parents/guardians in a timely and professional manner, ensuring alignment with school standards and communication protocols.

Student Administration System – Staffroom

• Maintain the integrity of the Staffroom system, ensuring data is current, accessible to authorized personnel, and used effectively for planning and reporting.
• Troubleshoot basic system issues and liaise with IT support or service providers to resolve technical concerns.

Staff Leave Administration

• Maintain up-to-date records of staff leave (sick, annual, special leave)
• Assist with the preparation of staff leave summaries and approval documentation

Support to Marketing & Communications

• Assist the marketing department with the coordination of the monthly school letter
• Responsible for coordinating school functions and festival in collaboration with the teachers
• Support the canvassing and enrolment efforts for prospective pupils
• Ensure accurate communication of school messaging through prepared materials and publications
• Skilled in the use of Canva – marketing application

SKILLS & ATTRIBUTES

• Excellent verbal and written communication skills
• Ability to handle sensitive information with confidentiality and integrity
• Strong organizational and administrative abilities
• Warm, friendly demeanour aligned with Waldorf values
• Competence in Microsoft Office and/or Google Workspace

ACADEMIC QUALIFICATIONS & EXPERIENCE

• Diploma in Management Assistant or equivalent qualification (recommended)
• Minimum of five years’ experience in school administration (recommended)
• Familiarity with Waldorf education (or willingness to learn)
• Proficiency in MS Office (MS Word, Excel & PowerPoint)
• Proficiency database or school management systems

The following documents must be included in the application:

• Three contactable references
• Certified copy of ID
• Certified copy of Qualification(s)
• Police Clearance

Closing Date

17/07/2025