Operations Administrator

Operations AdministratorPreambleThis job description is written in accordance with our school strategy. It refers directly to the ‘Organisational optimisation’ strategic pillar and is put together in the context of the Purpose, mission and values.Purpose | To empower young people to understand, care and create a better future. Mission | Foster learning with a rich curriculum that develops intellectual, social, physical and creative skills, preparing students for global citizenship. Our ValuesCare | Compassion | Empathy | Looking After One Another | Asking Difficult Questions with Respect | Wellbeing | HappinessDedication | Commitment | Giving Our All | Going the Extra Mile | Consistency | Showing Up When Things Get Tough | Striving for ExcellenceIntegrity | Honesty | Fairness | Transparency | Doing Our Part | RespectCuriosity | Keep Asking Questions | Drive to Evolve | Inquisitive | Explore Ways to Do Things Better | Keep Learning | Creativity Operations AdministratorJob AdvertWe are seeking an Operations Administrator to join St. Catherine’s British School. The position holder will play a vital role in maintaining the seamless operation of both Lower School and Upper School facilities. The ideal candidate will play a key part in fostering a productive and supportive work environment aligned with the School's educational goals. Reporting directly to the Head of Operations, this role is pivotal in ensuring the School's mission is upheld.The ideal candidate should have exceptional communication abilities and the capacity to manage various tasks simultaneously. Ideal candidates will demonstrate robust organizational, critical thinking, and interpersonal capabilities.St. Catherine’s is a leading independent British international school that teaches 1,400 pupils from 3 to 18 years of age. The School is a member of HMC, COBIS and is an IBO world school. It teaches the EYFS curriculum and the National Curriculum for England and Wales, as well as IGCSE and the International Baccalaureate Diploma Programme. Please apply by email, to hr@stcatherines.gr, using the School’s application form. Further information regarding the School, the job description, person specification and details of the application procedure can be obtained from the School’s website http://www.stcatherines.gr/about-us/opportunities/. Please note that we do not accept the simple submission of a CV and that we reserve the right to interview candidates before the stated closing date; we would therefore welcome early applications. Please be aware that you must have the rights to work within the EU (i.e., be a Greek or EU citizen, or have a residence permit to work in Greece).St Catherine’s British School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and a criminal record check. Please include the names and contact details of three referees. Similarly, please note that any personal data collected will be used for recruitment purposes only and for unsuccessful candidates’ personal data will be destroyed on completion of the process.St Catherine’s is a Registered Charity No. 313909.Application Deadline: Friday, 5th December 2025Interviews will be arranged at the earliest convenience thereafter.Operations AdministratorJob DescriptionReports to: Head of OperationsType of contract: Permanent, full time Hours: 8:30am – 4:30pm which includes a 30-minute break, Monday - Friday inclusive.Place of Work: Upper SchoolHolidays: 30 days per calendar year (pro-rated)Position Overview:As an Operations Administrator, you will play a crucial role in supporting the day-to-day operations of our school. You will work closely with various departments to ensure smooth coordination and execution of administrative tasks, facilities management, and logistical support. The ideal candidate will have exceptional communication abilities, be highly organized, detail-oriented, and capable of multitasking in a fast-paced environment. Key relationships: The Operations Administrator reports directly to the Head of Operations and works closely with all the School’s employees as well as external partners. The Operations Administrator will act as the first point of contact for the Operations Department. Main responsibilities:Undertake daily tasks relating to School buses, events, uniforms, catering, theatre, printing, School events, Co-Curricular clubs, and any other activities as well as development and estates projects.Liaise and manage external vendors and contractors throughout the whole cycle of our cooperation (e.g. obtain quotes, ensure work is completed according to specifications and budget).Monitor project execution according to contractual terms and conditions, ensuring quality standards and timelines are met and participate in the tendering process.Support and coordinate the organisation of school events, meetings, and theatrical plays and performances.Manage ticketing processes for theatrical productions, including sales, distribution, and seating arrangements.Provide logistical support for events, including coordinating setup, catering, and audio-visual equipment as needed.Provide support for school co-curricular activities and clubs, coordinate departments as neededManage day to day tasks of the school’s bus service, enquiries from parents, complaints and change requests as neededManage the external bus provider to ensure expectations are met Manage trip leaders in operational aspects of school trips, including coordination with external transportation companies to establish schedules.Manage uniform suppliers, tender process, identify needs and be the first point of contact between the provider and the school. Manage ongoing relationships, feedback from parents and act accordingly to resolve any matters that might ariseMonitor catering provider, manage parent complains in a timely manner and ensure overall satisfaction of students, parents and staff.Respond promptly to inquiries from staff, students, and parents regarding operational matters, demonstrating excellent communication and interpersonal skills.Collaborate with colleagues to ensure compliance with health and safety regulations, promoting a safe and secure environment for all members of the school community.Take minutes during various school committee meetings, ensuring accurate documentation of discussions and decisions.Take an active part in school life, fostering a positive and inclusive atmosphere for students, staff, and parents alike.Assist with administrative tasks such as data entry, filing, and maintaining records to support the efficient operation of the school.While the above includes a description of the essential functions of the position, other duties may be assigned by the Head of Operations as appropriate. St. Catherine’s British School is committed to the welfare and safeguarding of children. This post is covered by the Rehabilitation of Offenders (Exceptions) Act 1975, the successful applicant will be required to apply for an International Child Protection Certificate if they are a non-local hire. Local hires are required to complete a Greek criminal record check.Operations AdministratorPerson SpecificationsEducation & QualificationsHold a bachelor’s degree in any of the mentioned fields: business administration, finance, operations management, or tourism.ExperienceMinimum of 5 years of experience in an operation, administration, client-facing or facilities management role.Experience of holding a similar post in the education sector is considered desirable.Knowledge:Hold formal MS Office qualifications and demonstrate strong competency across relevant applications.Demonstrate a strong commitment to client satisfaction, consistently delivering a high standard of service and building positive relationships.Reliable and diligent, ensuring tasks and projects are completed thoroughly and within noted deadlines.Comfortable with learning and using new programs and technology, with the ability to adapt quickly to changing digital tools.Understand budgeting principles and effectively manage resources within set financial parameters.Take initiative, anticipate potential challenges, and develop effective solutions independently.Excellent verbal and written communication skills in Greek and English demonstrating confidence, empathy, and adaptability.Personal Skills, Qualities & AttributesCaring, pleasant, approachable, and effective communicator, willing to serve people at all levels in the organization and able to build strong working relationships.Highly organised with excellent attention to detail, able to manage tasks efficiently and maintain accuracy under pressure.Capable of working effectively both independently and collaboratively within a team environment.Skilled at managing multiple priorities, functions, and activities simultaneously without compromising quality.Demonstrates well-developed business ethics and maintains a high level of discretion when handling sensitive information.