Reprographics and Administrative Assistant at St Andrew’s School

St Andrew’s School, Turi is highly respected in Kenya and regarded as one of the leading international schools in East Africa. Numbering 550 pupils, it comprises two semi-autonomous schools: a Preparatory School of circa 220 pupils between the ages of 3 and 13 and a Senior School of circa 330 pupils between the ages of 13 and 18. 

• 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.

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.

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