Responsibilities/Accountabilities
1. Observation
• The Community Services Coordinator knows all parents and is able to profile their behaviour, tendencies and handle their demands and complaints based on their pulse. She knows when to tread with caution when dealing with parents because she understands and has observed fully the tendencies and behavioural pattern of each parent in the building.
• The Community Services Coordinator will monitor and, respond to all calls and engagement with parents, vendors and visitors via the various platforms of transparent classroom, email, school phone, social media platforms and other means of communication
• The Community Services Coordinator will observe and document the level of responsiveness of parents to sign-ups for events including but not limited to enrichment sign-ups and other programs as organised by the school that requires signups.
• The CSC will organise school events and provide a detailed (SWOT) analysis for every event to ensure better future planning.
• The CSC will have relevant data such as the number of calls related to enrolments per week, level of engagement on all social media platforms, level of response to sign-ups and all communication from the school, absenteeism among students and school tour schedule.
2. Planning and Development
• Planning effective social media campaigns on behalf of the school to drive feasibility.
• Creating a comparative analysis of what was done the previous year in comparison to the current year in terms of events, enrolments, engagement
• Keeping a tab on all surveys and engagement, especially with regards to admissions and when to schedule playdates and school tours.
• Utilising information and management systems to support the effective and efficient administration of the school in relation to events on the school calendar.
• Supporting Parent Association & initiatives.
• Updating/maintaining online School Calendar – internal & external
3. Prepared Environment
• Ensuring the front office is always welcoming and at its best to give a great first and last impression of the school.
• Ensure optimum usage of digital applications such as Transparent Classroom, sign-up genius, and other digital-related platforms that the school uses.
• Archiving records of changes as they are made to the digital space.
4. Implementation
• To communicate news about the school to the public, promote school events, establish and maintain partnership with the parents and community via all means of communication
• To serve as the link between home and school and ensure the welfare of students and parents.
• Manage and maintain students records via transparent classroom
• To gather information from parents and the community about the school’s perceived image and measure effectiveness of parents relations.
• Coordinate afternoon carpool and late pick-up.
• Maintain daily attendance reports in the event of emergencies, track late arrivals & early leavers.
• Accept deliveries and distribute mail.
• Writing reports as may be required.
• Taking ID card requests from parents/caregivers.
• To plan events on behalf of the school and drive attendance.
• Provide information and Process enrollments for prospective intake
5 Record Keeping
• Ensure there is no loss of data on any of our digital platforms. Students records are kept, stored, and accessible using the data platforms subscribed to by the school.
• Maintain all records of the activities in your job description as set out, to aid the sustainability of the role.
6. Assessments and Reports
• Ability to resolve complaints of parents and vendors in a professional and timely manner.
• Have an updated knowledge of use of I.C.T and all digital-related software to the school.
• Provide regular and up to date reports to the Head of School as regards the status of all enrolments, sign-up and digital platform of the school.
7. Community Building
• Establish and maintain effective relationships and networks with internal and external stakeholders including teaching and non-teaching staff, and community representatives to promote and support the school’s educational management activities.
• Contribute to and encourage an environment where high quality is achieved and supported by quality delivery systems and business improvement.
• Establish networks with Parents, vendors and other Team Leads, contractors/service providers, and community representatives to ensure the provision of corporate services within and to the school is appropriate and in accordance with equity, probity, and legislative requirements.
• Relating to the school community, the Community Services Coordinator recognizes and utilizes formal and informal networks and recognizes the role of key people.
8. Intervention
• Suggest actions to the management on how to resolve issues regarding complaints from parents, vendors and external public and, better promote the image of the school.