Assistant Secretary

Job ID
2017-1154
Section / Function
British Secondary and High School
Type
Regular Full-Time
European Secondary Campus (ESC) - Jian Ye Road

Responsibilities

 Finance

  • Orders stationery / teaching materials and organise stationery stock control within the  Section guidelines and according to the allocated budget
  • Assists Senior Secretary in arranging regular monthly payments, such as telephone bill, copy machines etc
  • Assists in petty cash reimbursement or cash advance for staff
  • Liaises with vendor for purchasing items as requested and inspects delivered goods against orders 

Personnel.

  • Assists staff for 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 of ARC and the distribution of payslips

 

Administration

  • Handles storage and lending of Section materials
  • Provides secretarial support including translation
  • Allocates student lockers and keys
  • Helps with local and overseas postal and courier services
  • Updates student records
  • Manages office systems, for example photocopying as required and as directed by the Head of Section or Senior Secretary, maintaining attendance records, managing leavers’ documentation, supporting in the payment and distribution of the Year Book, filing of students’ reports
  •  Inputs data for Classroom Monitor and other assessment tools as requested
  •  Displays students’ activity photos in the office and in the atrium
  • Assists in the organisation of Section trips including day trips, residential and FOBISIA events, including the setting up of the AOS
  • Helps with Parents / Students Access Cards distribution

  Communication

  • Deals with inquires 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, PTA and PSC
  • Monitors and keeps a record of all trip and event letters sent home
  • Liaises with the French and German Section offices
  • Liaises with the ECA Coordinator and Transport Supervisor
  • Reports maintenance requests on Sharepoint to Maintenance Department
  • Liaises with vendor for purchasing items as requested and books guard/cleaner overtime for events

 Other Responsibilities

  • Any other office duties, as required by Head of Section

Qualifications

Education and Experience


•Bachelor's degree or equivalent.
•Proven experience in Secretary role with comprehensive minute taking capability and effective organization skills.
•Self-motivated and capable of working independently as well as be an effective team player and collaborator.
•Capability to multitask, and work under pressure with changing priorities is essential to this role.
•Demonstrate ability to analyze problem, obtain and evaluate information, and reach sound conclusions.
•Proven ability to communicate in a clear, concise and professional manner at all levels of students, parentss, staff and management.
•Fluent in English and Mandarin

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