Assistant Admin Officer/Photo Copy Operator

Job Description (JD) Assistant Administrative Officer / Photocopy Machine Operator Position Summary The Assistant Administrative Officer / Photocopy Machine Operator is responsible for providing administrative support to the school while managing the photocopying and printing requirements of academic and administrative staff.

The role ensures timely preparation of printed materials, maintains document confidentiality, and supports the smooth functioning of daily school operations.

Key Responsibilities

Photocopying & Printing Operate and maintain photocopy machines, printers, and related equipment. Handle photocopying, scanning, binding, and printing of examination papers, worksheets, circulars, and other school documents. Ensure the confidentiality of examination papers and sensitive documents. Maintain records of photocopying and printing requests from academic and administrative staff.

Monitor toner, paper, and other supplies and inform the administration when replenishment is required. Perform basic troubleshooting and coordinate with service providers for machine maintenance and repairs. Administrative Support Assist with general administrative duties assigned by the Administration Manager. Maintain files, records, and documentation in an organized manner.

Support the preparation and distribution of internal notices, circulars, and school communications. Assist with document preparation for meetings, events, and school activities. Provide support during school examinations, admissions, and administrative activities. Coordinate with teachers and departments regarding document preparation requirements.

Operational Support Ensure the photocopy/printing area is organized and functional at all times. Follow school policies and procedures related to document handling and confidentiality. Support administrative tasks during peak periods such as examinations, term openings, and school events.

Qualifications

GCE O/L or A/L qualification. A certificate or diploma in office administration or computer applications will be an added advantage. Experience Minimum 1–2 years of experience in administrative or office support work preferred. Experience operating photocopy machines, printers, or print room equipment is an advantage.

Skills & Competencies Basic computer literacy (MS Word, email, scanning). Ability to operate photocopy and printing machines efficiently. Good organizational and time management skills. Ability to maintain confidentiality of sensitive documents. Good communication and teamwork skills. Ability to work under deadlines, especially during examination periods.