School Administrator

Internationella Engelska Skolan (IES) is a leading independent school group with academic results far above average and a diverse and energetic staff. Teaching is in both Swedish and English, and the hallways are bilingual. The language of meetings and communication amongst the staff is English. IES is one of Sweden's largest school groups at compulsory school level with 48 schools and around 32,000 students across the country. IES has grown steadily and maintained quality since 1993. N.B. Prior to any offer of employment at IES, a criminal background check is required for all applicants. In Sweden, this is an extract from belastningsregistret from Polismyndigheten and from abroad, this is a record extract from an equivalent police governing body. School administrator and cover coordinator (70%) Parental cover from Jan 2026 - June/Aug 2027 About the Role As a School administrator and cover coordinator, you play a key role in the daily life of the school. You are the first point of contact in the reception for students, parents, staff, and visitors, ensuring a welcoming and professional environment when at the reception. You also support the smooth running of the school by coordinating cover for absent staff and assisting with administrative routines. Main Responsibilities Cover Coordination - Organize and coordinate cover for staff absences. - Send email to all staff every morning with information on which staff member is absent and who is covering for who. - Maintain contact with substitute teachers within our own substitute pool. - Keep accurate records of absences and cover assignments in the absence document so the payroll can make sure correct payments are made. - Prepare substitute bags and print out schedules for the absent staff members. Reception duties - Serve as the first point of contact for visitors, students, and parents. - Answer and direct phone calls, emails, and other inquiries in a professional manner. - Manage deliveries, mail, and bookings of rooms or resources. - Provide administrative support to the school leadership and staff. - Make sure that all visitors (not guardians in for meetings) sign in and that they get a “visitors” badge. - Call parents if needed for students to go home. Administration and Support - Support administrative routines such as absence reporting (students). - Assist with school events and activities (including ordering SL cards, ordering for fika, flowers and many other tasks) - Check inventory of stationary for admin/ leadership staff members and order materials as needed. - Make sure all key tags are in place every morning. (Substitute, mother tongue, and the number tags). - Checking students & staff photography list and update as and when needed. - Preparing the photo consent list and keeping them updated. - Updating news and information to parents on schoolsoft. - Update class lists on schoolsoft as and when needed. - School tours for new potential parents & students. - Updating information on the school website and TV signage. Qualifications - Previous experience in administration or coordination, preferably in a school setting. - Strong IT skills and confidence in working with digital systems. - Excellent communication skills in English and Swedish, both written and spoken. - Professional, service-minded, and solution-oriented. - Ability to prioritize and stay organized in a fast-paced environment.