Office Assistant (m/f/d)

ORGANISATION

1. Tasks delegated by the Assistant to Primary School Leadership and Primary Leadership in the general running of the Primary School office. 

2. Carry out day-to-day business, e.g. phone calls, emails, confirmation letters etc. 

3. Assist to maintain the daily attendance records, update pick-up arrangements coordinating with the necessary stakeholders ensuring safe handover to parents after school and ASAs, and conduct telephone follow-up as necessary.

4. Administer the front office tasks and act as the first point of contact for parents, teachers and visitors. 

5. Work with the Assistant to Primary School Leadership in ensuring the development of effective school management processes and procedures.

6. Assist with the scheduling and coordination of meetings between parents and teachers.

7. Create and design certificates and invitations for various occasions.

8. Organisation of the Lost and Found. 

9. Book rooms and prepare hospitality orders throughout the school year.

COMMUNICATION 

1. Work with Principal, Vice Principal and Assistant to Primary School Leadership in developing positive public relations with parents, staff and  students. 

2. Maintain good working relationships with stakeholders and in-school service providers.

3. Attend administrative meetings as required.

DOCUMENTATION 

1. Use and maintain the filing systems, both electronic and hard copy, for the Primary School.

2. Prepare the documentation for parent information sessions and staff meetings as needed.

3. Create and update document templates used by staff, parents and students. 

4. Support and check the completion of purchase orders

PUBLICATIONS 

1. Support with keeping information for parents up-to-date 

2. Print and distribute draft and final report cards.

BIS COMMUNITY 

1. Liaise closely with internal administrative staff, acting as contact between administrative and teaching staff. 

2. Interact with Primary School students on a daily basis. 

3. Collaborate closely with the other primary section. 

4. Liaise with parents and support the parent organisation, the grade level representatives and the graduation committee as needed. 

5. Provide academic staff with assistance where appropriate and needed