School Office Administrator

Location: Etterbeek, Brussels (on-site, 5 days a week)

Contract Type: Full-Time (38h/week), Permanent

Start Date: 1st September

The School Office Administrator will be responsible for supporting the School Office Manager and the Administrative Team with all school administrative matters including school IT systems, communication, event planning and health and safety. This role is essential to supporting the Senior Leadership Team (SLT) and ensuring that the school operates efficiently in both its primary and secondary sections.

Key Responsibilities 

Office Administration and Front Desk 

• Serve as the first point of contact for visitors, manage daily correspondence with parents and answer phone calls efficiently. 

• Answer daily phone calls in a polite, friendly manner and redirect as required. 

• Assist with the practical organisation of school events, both at school and outside of school. 

• Manage school activities such as lunch orders, extra-curricular activities, stages and timetables. 

• Organise virtual and in-person meetings for the Head Teacher and other staff. 

General School Support 

• Occasionally assist in playground or lunch duties in case of staff absences. 

• Attend, when appropriate, whole school events (after school). 

• Attend relevant meetings as required. 

• Participate in training and other learning activities and performance management as required. 

• Assist in administrative tasks for teachers and leadership as required. 

IT and Data Management 

• Perform various functions in iSAMS modules (Human Resources, Reports, Teaching, Registration and Report Publishing) to support administrative functions of the school such as sending parent communication, completing the daily register and keeping staff and pupil profiles up to date. 

Purchases and Office Maintenance 

• Track and manage resources, inventory and orders for office supplies and equipment. 

• Oversee maintenance for key office equipment, including printers and coffee machines. 

Health and Safety

• Assist the Health and Safety Officer with general tasks such as risk assessments, fire drills and care plans for pupils and staff. 

• Maintain the first aid inventory. 

• Ensure compliance with safety regulations including fire material installations and responses to accidents. 

• Act as first point of contact for children requiring first aid, or medication administration. 

• Be aware with and comply with all the school policies and procedures including child safeguarding. 

Essential Skills and Attributes

• Commitment & Initiative: Demonstrates dedication to BJAB’s vision and values, with a proactive and adaptable approach. 

• Self-Learner and Adaptable: Demonstrates the ability to learn new systems and processes independently, with a willingness to explore and implement innovative solutions to improve school operations. Comfortable with trying new methods and tackling challenges in a dynamic, fast-paced environment. The ability to work autonomously and take ownership of tasks is crucial. 

• IT Competence: Proficient in Microsoft Office suite. Ability to learn and troubleshoot management platforms (e.g., iSAMS, SchoolCloud). Able to navigate and manage online platforms for communication and learning. 

• Organisational Excellence: Highly organized, detail-oriented and skilled in managing multiple priorities in a dynamic environment. 

• Communication Skills: Strong written and verbal skills, capable of liaising confidently with staff, parents and external partners. 

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. 

Employees will be expected to comply with any reasonable request from the Headteacher to undertake work of a similar level that is not specified in this job description. 

This Job Description may be amended at any time following discussion between the Headteacher and member of staff, to be reviewed annually. 

Qualifications and Experience

• 2+ years of proven experience in office management or a similar administrative role, preferably within a busy school or nursery environment is desirable 

• Ability to communicate confidently, knowledgably and politely with current and prospective parents, colleagues and members of the community.  

• Ability to work efficiently and effectively in a busy office environment. 

• Excellent customer service skills. 

• Strong IT proficiency, with experience in Microsoft Suite. 

• Fluent mastery of English, with working knowledge of French. 

• Legal working and residential permission in Belgium (Visa sponsorship only available for particular cases). 

Working at BJAB offers

• A competitive salary based on experience and qualifications. 

• Lunch vouchers for each working day. 

• Ecological product vouchers. 

• Transport compensation. 

• Pension plan. 

• Hospitalisation insurance (family included). 

• Flexible summer and holiday hours. 

• Opportunities for professional development. 

If interested, please send your CV to Ms Kacie Petrequin at [email protected]. Deadline for applications: 16 July 2025. 

Applications without the essential criteria will not be considered. Applications will be considered on a rolling basis and short-listed candidates may be contacted before the closing date. If you are interested, we would recommend applying as soon as possible.