Head of Administration

Job title : Head of Administration

Job Summary

• Provide strategic and operational leadership for all administrative, facilities and support services across the school.
• Ensure efficient, safe and compliant operational delivery that enables outstanding teaching, boarding and co‑curricular provision. Lead continuous improvement of systems, processes and people to deliver value for money, strong risk management and excellent stakeholder service while supporting the Principal and Senior Leadership Team (SLT) in operational planning, budgeting and policy implementation.

Key Responsibilities
Strategic leadership and planning:

• Develop and implement a three‑ to five‑year operational strategy and annual business plans for administration, facilities and support services aligned to the school’s strategic objectives and boarding ethos.
• Provide input to whole‑school strategic planning and senior leadership meetings, translating strategic priorities into operational objectives and measurable KPIs.
• Lead change and process improvement projects to increase efficiency, reduce cost and improve service delivery across administrative functions.

Operational management:

• Oversee day‑to‑day administrative operations including reception, office management, records and data management, communications, mail, travel and event logistics.
• Ensure robust records management for student, staff and corporate records in line with data protection law, inspection requirements and school policy.
• Manage school facilities and site operations: cleaning, security, catering liaison, grounds, maintenance, transport and utilities to deliver a safe, secure and welcoming environment for learners and staff.
• Lead health & safety and emergency preparedness planning (fire safety, first aid, evacuation, crisis response), ensuring regular audits, risk assessments and staff training.

Financial and contract management:

• Prepare and manage operational budgets for administration, facilities and support services; monitor expenditure, drive cost control and provide timely financial reports to the Principal and governors.
• Lead procurement, contract negotiation and vendor management for services (catering, security, maintenance, ICT support, cleaning), ensuring value for money, compliance with procurement policy and robust SLAs.
• Oversee asset management, inventory control and lifecycle planning for equipment, furniture and vehicles.

Systems, compliance and policy:

• Implement, maintain and optimise core administrative systems including ERP/school management systems, finance and HR interfaces, facilities management software and CRM tools to deliver integrated workflows and accurate management information.
• Ensure compliance with statutory, inspection and accreditation requirements relevant to a British boarding school (safeguarding, health & safety, fire regulations, local statutory requirements) and support preparation for inspections and audits.
• Lead development, review and implementation of operational policies and procedures (finance‑related procedures, procurement, records retention, health & safety, staff handbook), ensuring effective communication and adherence.

Staff leadership and human resources:

• Line‑manage administrative, facilities, security, catering and support staff; set objectives, conduct performance appraisal, and deliver coaching and professional development.
• Lead recruitment, induction, rostering and workforce planning for support services; foster a culture of accountability, customer service and continuous improvement.
• Promote staff wellbeing, clear communication and constructive employee relations within support teams.

Stakeholder management and service delivery:

• Act as key operational point of contact for parents, staff, governors, external contractors and regulatory bodies; maintain high standards of customer service and timely communication.
• Support the Principal, SLT and governors with operational briefs, accurate data and recommendations for decision‑making.
• Work closely with boarding and pastoral leads to ensure facilities and operational routines support boarding life, safeguarding, student welfare and learning.

Project and capital works management:

• Lead or oversee capital projects, refurbishments and major maintenance programmes from specification and tendering to contract management and handover.
• Ensure projects are delivered on time, to budget and to agreed quality standards, coordinating external consultants and contractors as required.
• Performance management and reporting
• Develop and maintain KPIs and performance dashboards for administrative areas (response times, maintenance turnaround, budget variance, compliance checks) and report monthly/termly to the principal and governors.
• Conduct periodic service reviews, supplier benchmarking and customer satisfaction surveys to drive improvement.

Requirements
Experience and qualifications:

• Bachelor’s Degree in business administration, Public Administration, Facilities Management or a related discipline; Master’s Degree or professional qualification preferred.
• Minimum 15 years of relevant experience, with substantial senior operational / administrative leadership responsibility; experience in an international/British boarding school strongly preferred.
• Proven track record of managing large teams, multi‑site facilities or complex service contracts.
• Strong IT literacy and experience with school ERP/management systems, finance packages and facilities management tools.
• Experience of leading capital projects, procurement processes and vendor management.
• Project Management experience is an added advantage.

Required Skills and attributes:

• Proven senior leadership capability in school operations, facilities and administrative management within an international, British curriculum or boarding school environment.
• Demonstrable experience implementing and optimising ERP/school management systems and office technology to automate processes and improve data quality.
• Robust understanding of safeguarding, health & safety, emergency planning and compliance frameworks relevant to UK and local Nigerian regulation.