PRIMARY PURPOSE:

To assist SLTs, Office Manager and Senior Secretary in the smooth running of the British Secondary and High School Section Office.

WORKING RELATIONSHIPS AND CONTACTS:

• Has regular contact with staff, parents and students which involves discussions related to policies and procedures
• Handles sensitive, complex and/or confidential information

MAIN DUTIES/RESPONSIBILITIES: 

1. Finance

• Orders stationery / teaching materials and organise stationery stock control within the Section guidelines and according to the allocated budget 
• Assists in petty cash reimbursement or cash advance for staff
• Liaises with vendor for purchasing items as requested and inspects delivered goods against orders

2. Personnel

• Organises INSET for staff including course registration, hotel and flights booking, insurance, transportation, and reimbursement arrangements
• Assists staff with private issues regarding airport taxi booking, travel insurance, medical appointments..., etc
• Liaises with teachers for TES social events and liaises with other departments where necessary
• Liaises with Human Resources with issues relating to staff documentation, for example renewing ARC, police checks, insurance claims… etc
• Request and maintain absence records for staff on the HR portal

3. Administration

• Handles storage and lending of Section materials
• Provides secretarial support including translation and interpretation 
• Takes meeting minutes
• Allocates student lockers
• Helps with local and overseas postal and courier services 
• Updates student records
• Students records maintenance-
  • maintains attendance records
  • handles leavers’ documentation
  • material and documents distribution such as letters, reports, school magazines and yearbook… etc 
  • files students’ reports and letters
• Inputs data for Classroom Monitor and other assessment tools as requested
• Displays posters and students’ activity photos on campus
• Assists in the organisation of Section trips including day trips, residential trips, overseas trips, and FOBISIA events, including setting up of the AOS for student payment
• Helps with Parents / Students Access Cards distribution
• Assists maintenance of student timetable and assist setting up students’ reporting system
• Helps with Yearbook production – assist in organising photo shoot schedule and collecting class pages 
• Assists with overseas visiting guests’ arrangements– flights, accommodation, transportation, workshop, and documentation… etc

4. Communication

• Deals with inquiries and requests from parents and teachers, referring them to the appropriate internal departments if necessary 
• Follows TES procedures in receiving, replying and forwarding emails to and from members of the community for example parents, teachers, Head, and ESCPA
• Monitors and keeps a record of all trip and event letters sent home 
• Liaises with the British Primary, French and German Section offices 
• Liaises with CA Departments (Student’s Services, Admissions & Marketing, Finance, Administration/Procurement, General Affairs, Maintenance, HR and IT… etc.) for staff’s inquiries and questions
• Books IT/ Maintenance/ Nurses / Drivers/ Guards/ Cleaners overtime for events
• Liaises with vendors for purchasing items as requested

5. Other Responsibilities

• Any other office duties, as required by SLTs / Line Manager

QUALIFICATION AND EXPERIENCE: 

• Bachelor’s degree
• A minimum of 3 years’ experience in administration, with a strong desire to learn and grow
• Relevant experience in a school, multinational or multicultural environment is highly preferred
• Excellent time management and organizational skills
• Highly motivated, detail-oriented, and proactive, with a positive can-do attitude
• Willing to take challenges and adapt to changes

REQUIRED SKILLS: 

• Significant experience (3+ years) in a similar secretary role
• Excellent command of Mandarin and English, written and spoken. Other languages will be a plus
• Excellent communication and interpersonal skills, with the ability to liaise confidently with stakeholders at all levels
• Exceptional organisational and time management skills, with the ability to prioritise effectively
• Proficient in using Microsoft Office suite and Google Work Suite
• A flexible and adaptable approach, with the ability to work well independently and as part of a team
• Strong attention to detail and a commitment to providing high-quality work

*This position will be based at the European Secondary Campus (ESC).