Reprographics and Administrative Assistant

Role

• St Andrew’s, Turi comprises two semi-autonomous Schools: The Preparatory School for pupils between the ages of 3 and 13, and the Senior School for pupils between the ages of 13 and 18.
• The Reprographics and Administrative Assistant provides efficient photocopying, printing, document management, pupil pass administration services and general administrative support to ensure smooth day-to-day office and Senior School operations.
• The Reprographics and Administrative Assistant reports to the Executive Assistant, Senior School.

Responsibilities

The overarching responsibilities of the Reprographics & Administrative Assistant include:

• Photocopying and Printing Services
• Administrative Support
• Pupil Pass Support
• Compliance and Confidentiality

Duties

The principal duties of the Reprographics and Administrative Assistant are to:

Photocopying and Printing Services

• Operate photocopying, printing, scanning, and binding machines efficiently.
• Receive and process photocopying and printing requests from academic staff and departments within the school in a timely manner.
• Ensure high-quality reproduction of documents, examination papers, reports, and school materials.
• Maintain confidentiality of sensitive documents, especially examination papers.
• Manage lamination, binding, stapling, and finishing printed materials.
• Monitor paper stock, toner, and other consumables and report replenishment needs.
• Carry out basic troubleshooting of photocopying machines.
• Liaise with service providers for repairs and maintenance of office machines.
• Maintain usage logs and printing records where required.

Administrative Support

• Respond to former students and provide their academic certificates after clearance from the Bursary office during the July and August school holidays.
• Preparing routine school confirmation/enrollment letters, transcripts for students during the July and August holidays, as well as any other letters, reports that may be assigned.
• Prepare documentation relating to transfer of students to other schools which requires Immigration input/visits.
• Apply for Certificate of Good Conduct for international students who may require it for exams or for university admissions.
• Prepare charge sheets for student transport termly as well as any other charge sheets that may be assigned.
• Keep accurate records on transport and charges and provide information on transport charges in cases where parents have queries to the Executive Assistant.
• Make procurement requests for photocopy paper and ensure that each photocopier within the Senior School is well stocked with paper at all times.
• Respond to any queries by parents or visitors professionally on Public Exam results during the July and August school holidays.
• Assist in uploading student photos on EdAdmin when required.
• Support staff onboarding administration and document preparation where required.
• Provide general clerical support including filing, data entry, and document management.

Pupil’s Pass Support

• Administer pupil’s pass applications, renewals, and cancellations for eligible international students in compliance with Kenyan immigration requirements.
• Liaise with parents, guardians, and relevant school departments to collect required documentation for pupil’s pass processing, including passports, birth certificates, admission letters, passport photos, and other supporting documents.
• Ensure all submitted documents are complete, accurate, and ensure compliance with immigration regulations & Ministry of Interior requirements before submission.
• Coordinate with the relevant immigration consultants/agents regarding pupil’s passes and immigration status updates.
• Create and maintain a database of student pupil passes and track their expiry dates and proactively notify parents/guardians and Executive Assistant of upcoming renewals to avoid compliance risks. Key dates for updating are in August, December and April of every academic year.
• Maintain accurate and confidential records of all student immigration documentation.
• Prepare official letters and supporting documentation required for immigration submissions.
• Liaise with relevant Kenyan government offices and authorized service providers where required for immigration processing.
• Guide parents/guardians regarding pupil’s pass procedures and documentation requirements.

Compliance and Confidentiality

• Ensure all work complies with school/organization policies and procedures.
• Maintain strict confidentiality of sensitive staff, students, and organizational information.
• Support safeguarding, data protection, and compliance standards where applicable.
• Follow health and safety procedures in handling office equipment.

Person Specification

Qualifications

• Diploma or Certificate in Business Administration, Office Administration, Secretarial Studies, ICT, or related field.

Experience

• Minimum 2 years’ experience in office administration and photocopying/printing services.
• Experience handling immigration documentation, work permits, or dependent pass administration is an added advantage.
• Experience working in a school or busy office environment is an added advantage.

Skills and Competencies

• Proficiency in operating photocopiers, printers, scanners, and binding machines.
• Good knowledge of Microsoft Office (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Proactivity and flexibility
• High attention to detail and accuracy.
• Ability to work under pressure and meet deadlines.
• Strong interpersonal and communication skills.
• Professional integrity and confidentiality.
• Problem-solving skills and ability to handle multiple tasks.
• Understanding of immigration