ADMINISTRATOR
Kampala Music School
The Administrator works with the Executive Director and relevant managers to ensure the smooth, efficient, and professional running of Kampala Music School (KMS). The role provides day-to-day leadership of the administrative function, coordinates key operational services, maintains accurate records and systems, and supports KMS to meet its academic, stakeholder, governance and compliance obligations. The Administrator is expected to promote high standards of service, accountability, teamwork and financial sustainability across the School. The Administrator shall have direct responsibility for the following areas:
- LESSON MANAGEMENT AND SCHEDULING
Manage and coordinate, with the Admin Assistants and teaching team, KMS music lessons, practice schedules, room bookings and related resources to ensure reliable service delivery, accurate records and appropriate use of School resources. Specific related duties shall include –
1.1 Ensure that the student timetable is complete and accurate, and that students are allocated appropriate rooms, equipment and teachers in line with confirmed bookings and payments.
1.2 Maintain an accessible master timetable and ensure that bookings, confirmations, changes and cancellations are communicated promptly to students, parents, teachers and relevant staff.
1.3 Maintain an accurate room and resource booking system covering lessons, practice, rehearsals and other activities, with reliable data for monthly utilisation and management reporting.
1.4 Coordinate the bursary administration process, including application receipt, completeness checks, assessment support, documentation and allocation, in line with approved criteria and procedures.
1.5 Monitor bursary students’ lesson attendance and follow up unexplained or repeated absences promptly, escalating issues where required.
- ADMINISTRATION AND FINANCE
Lead and coordinate the administrative function to deliver efficient, responsive and cost-conscious services across KMS. Specific related duties shall include –
2.1 Coordinate administrative support and logistics for KMS external events, ensuring that venues, equipment, transport, staffing and other requirements are confirmed in advance and delivered as planned.
2.2 Develop and implement clear caretaker and maintenance procedures so that maintenance needs are identified, prioritised, assigned and followed through to completion.
2.3 Support and monitor the Caretaker to ensure that maintenance activities are completed to the required standard and within agreed timelines.
2.4 Coordinate transport services for organisational activities, ensuring appropriate planning, accountability, safety and value for money.
2.5 In liaison with the Caretaker and relevant management, ensure security incidents are recorded, escalated, investigated and addressed, and that preventive actions are tracked.
2.6 Work with the Finance and Administration Manager to prepare accurate monthly bursary reports for the relevant committee, including compliance, attendance and exceptions requiring action.
2.7 Prepare timely, clear and accurate donor reports, including required financial and academic information, in coordination with the Finance and Administration Manager and relevant programme staff.
2.8 Together with the Finance and Administration Manager, maintain an annual compliance calendar and ensure statutory payments, filings and returns are prepared and submitted on time, including applicable URA, NSSF, NGO and other regulatory requirements.
- ADMINISTRATIVE SUPPORT TO THE BOARD
In liaison with the Executive Director, provide effective administrative support to the KMS Board and management and maintain appropriate records and follow-up of agreed actions. Specific related duties shall include –
3.1 Manage meeting logistics, notices, papers, attendance and other administrative requirements for Board and committee meetings.
3.2 Act as the Board minute secretary by taking Board minutes and ensuring that they are accurate and are circulated to Board members in time for appropriate decision-making and follow-up.
3.3 Maintain a secure governance records system and ensure approved minutes are signed, filed, and readily retrievable.
3.4 Serve as secretary to the Monitoring and Evaluation Committee, attend scheduled meetings and coordinate agreed administrative follow-up actions.
- FACILITIES MANAGEMENT
Maintain and manage the premises, creating a clean, pleasing environment for all stakeholders and visitors: Specific related duties shall include –
4.1 Coordinate general maintenance of the building, grounds and workspaces, engaging approved contractors where necessary for repairs and preventive maintenance.
4.2 Monitor cleanliness and hygiene standards across teaching rooms, offices, bathrooms, storage areas and shared spaces.
4.3 Ensure waste, surplus items and materials are stored or disposed of appropriately and that the School maintains an orderly and presentable environment.
4.4 Ensure rooms have appropriate waste-management facilities and that essential teaching and administrative resources are available and in usable condition.
4.5 Review and plan the use and allocation of building space to support lessons, practice, administration, events and other School activities.
4.6 Ensure teaching and administrative staff have the physical resources and equipment required to perform their duties effectively.
- OUTREACH PROGRAMME MANAGEMENT
Act as the main administrative point of contact between KMS, outreach schools and, where necessary, parents, ensuring timely and professional communication: Specific related duties shall include –
5.1 Coordinate the preparation, review and renewal of administrative contracts and service agreements with outreach centres to ensure clear responsibilities and agreed service terms.
5.2 Coordinate outreach timetables with school requirements and teacher availability, working with teaching staff to ensure KMS meets its agreed lesson commitments.
5.3 Work with the Admin Assistant to ensure teacher absences are communicated promptly to outreach schools and, where feasible, appropriate cover is arranged.
5.4 Work with outreach schools to maintain reliable systems for tracking lesson attendance, service delivery and agreed programme variables.
5.5 Ensure teacher attendance registers are submitted, and that required student/parent reports are prepared and shared at the end of each term.
- ABRSM PROGRAMME COORDINATION
Coordinate and lead the management of ABRSM exams to ensure that all administration and documentation required is accurate and submitted promptly for the respective examinations: Specific duties shall require the Administration Manager to –
6.1 Manage the ABRSM administration process and follow up with candidates to ensure all required information and documentation are submitted, verified and complete within deadlines.
6.2 Liaise with the relevant ABRSM office to obtain examination information and schedules and communicate confirmed arrangements promptly to candidates and relevant staff.
6.3 Maintain an accurate, secure and accessible ABRSM candidate database and ensure verified entries are uploaded to the required examination system within published deadlines.
- HUMAN RESOURCES ADMINISTRATION
Manage the Human Resources (HR) administration together with the Administrator of KMS and teachers’ team to ensure that all staff/teachers are aware of and informed of all HR issues and that KMS is compliant with statutory employment requirements: Specific related duties shall include –
7.1 Maintain an up to-date database, and ensure that employee bio-data and information is up to-date and all documentation (e.g. employment contracts) is accurate.
7.2 Ensure all staff and teachers have appropriate employment documentation and that required contractual records are maintained.
7.3 Maintain confidential staff records securely, with access limited to authorised personnel and records filed for easy retrieval.
7.4 Administer staff leave records and monitor leave against the Staff Handbook/HR Manual and approved procedures.
7.5 Provide staff with periodic leave-balance updates and resolve discrepancies promptly.
7.6 Coordinate official management communication, staff calendars, meetings and mobilisation, ensuring information reaches staff and teachers through appropriate channels and within agreed timelines.
7.7 Liaise with the Ministry of Employment and Labour as necessary
7.8 Create a supportive, organised and accountable working environment that enables administrative staff to perform effectively.
7.9 Support recruitment, onboarding, quarterly performance reviews and annual appraisals for administrative staff, ensuring performance is aligned to agreed job descriptions and KRAs.
7.10 Plan and allocate administrative work according to KMS priorities, capacity and budget, ensuring appropriate workloads, clear accountability and efficient use of time and resources.
7.11 Coach and support administrative staff, recognise good performance, address performance gaps promptly and ensure staff have the tools and resources required to deliver their work.
- Perform other duties reasonably assigned or delegated by the Executive Director and/or KMS Board, consistent with the purpose and level of the role.
How to Apply: All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section