Reprographics Supervisor/Head of Copy service

Reports to: Operations Director

Position Overview

The Reprographics Supervisor/Head of Photocopying is responsible for executing day-to-day photocopying of educational materials, manuals, letters, and permanent documents. Controls and coordinates the maintenance of photocopy and fax machines of the school.

Key Responsibilities

1.     photocopies educational materials, letters and permanent documents as requested and duly approved by the designated personnel.

2.     Prepare plans for regular maintenance of photocopy machines and ensure the timely fulfillment of the tasks.

3.     Participates in the preparation of budget for photocopying.

4.     Maintains records of materials used, parts replaced and report to the supervisor.’

5.     Supervises the works of the assistant photocopying Officer.

6.     Recommends disposal of absolute parts of photocopy and fax machines.

7.     Ensure that the photocopying confidential materials and documents are kept in secret.

8.     Performs any other duties as assigned by the Immediate Supervisor.

9. Documentation and Reporting

• Prepare work logs, checklists, material usage records, and issue reports.
• Update the work orders on time and with full technical clarity.
• Report recurrent failures and propose improvements.

Skills and Competencies

• Strong diagnostic and problem-solving skills.
• Ability to prioritize tasks and respond to emergencies under tight timelines.
• School service orientation with strong communication skills.
• Ability to work independently or within a team-based maintenance environment.
• High level of integrity, discipline, and work ethics.

Work Conditions

• Involves physical activity such as working in tight spaces.
• Exposure to electricity, and mechanical equipment; safety protocols must always be followed.

Performance Indicators

• On-time completion of preventive maintenance schedules.
• Response time to work orders and service requests.
• Reduction in equipment downtime and repeated system failures.
• Accuracy of documentation and quality of technical workmanship.
• Compliance with safety standards and zero avoidable incidents.

Additional Requirements

• Commitment to supporting a safe learning environment for students and staff.
• Adherence to school values, culture, and professionalism standards.

Qualifications

·       Diploma/TVET College Level certificate in Electricity, Plumbing, Welding etc.