School Administrator (Front Desk & Governance)

At Sha Tin Junior School our vision is to enable all in the learning community to flourish. We are a vibrant and inclusive learning community where effort is valued, learning is engaging and creativity is fostered. We celebrate our cultural diversity, appreciate our place in Hong Kong and believe in the importance of the Chinese language and culture in the holistic education of our students. 

Sha Tin Junior School is looking for a school administrator to serve as the primary operational face of the school, executing daily front-desk, accounting, and student registration functions, while providing targeted, high-level corporate governance support for the School Council.

Key Responsibilities

1. Front Desk & Daily School Operations (40%)

• Reception Desk Management: Operate the reception desk with high professionalism, efficiently handling all walk-in visitors, telephone inquiries, and general school email correspondence.

• Visitor & Site Safety Support: Prepare appropriate paperwork for visitors, manage student late registrations, monitor lunch-time supervisor logs, and manage the supply teacher/EA log-in system.

• Administrative Liaison: Support the Principal, HR & Finance Manager, and Office Manager in preparing essential school materials, including but not limited to student labels, and information packs.

• Logistics & Inventory: Maintain organized filing systems, track stock levels of school stationery, snacks, and cleaning consumables, and liaise with the school bus service to communicate effectively with parents.

• Annual Declaration: Manage annual declaration for all staff members, including school council members and supply staff.

2. HR, Finance & Procurement Support (50%)

• Procurement Operations: Assist staff with the school's procurement processes, examining purchasing orders number in place, checking purchase requisition forms accuracy, and ensuring all transactions are pre-approved by leadership before accounting entries.

• Accounting Entries: Prepare routine accounting entries via the school's finance system (Epico) to optimize the payment process cycle. Maintain record of fixed asset registers and disposal entries.

• HR Tracking & Payroll Assistance: Support the month-end closing, track teaching staff attendance, and input timesheets for Educational Assistants and lunch times supervisors, casual staff, and site staff overtime.

• Admissions Assistance: Coordinate daily student registration databases alongside the Office Manager and assist with routine HR inquiries.

• Petty Cash: Act as the Petty Cash custodian, keep the funds and supporting documents in a safe location. Issue the purchase requisition form and ensure all the petty cash purchases and staff reimbursement are pre-approved by the Principal and the Manager – HR and Finance.

3. School Council Governance & Executive Minutes (10%)

• Boardvantage Platform Management: Serve as the technical administrator for Boardvantage, securely uploading and distributing highly confidential School Council agendas, briefings, policy documents, and institutional reports.

• Strategic Minute-Taking: Attend and take minutes for the School Council and specific committee meetings. Formally transcribe discussions, regulatory votes, and action items.

• Council Administration: Oversee school council onboarding and compliance responsibilities, including issuing formal letters of appointment, managing annual declarations, and organizing election documents.

Perform any other duties as and when assigned by the Principal, Manager – HR and Finance or Office Manager.

Requirements

• Relevant experience in an administrative / reception roles

• LCCI level 2 or higher in accounting or equivalent bookkeeping qualifications

• Competent PC skills, with proficiency in MS Excel, MS Word, and Google docs/sheets/forms/slides

• Excellent interpersonal, communication and organizational skills

• Ability to be flexible, prioritise workload, work independently and use initiative

• A friendly manner in relation to staff and students is essential

• To adapt to changing situations and keen to learn new skills

• Fluent English, Cantonese and Mandarin would be an advantage

• Previous experience in a school would be an advantage

Applicants must be a permanent Hong Kong resident or possess a valid visa to work in Hong Kong.

For enquiries, please contact Philippa Lui @ 26922721 or Email: [email protected]

Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date.  We strongly recommend early applications as we reserve the right to appoint candidates earlier than the closing date.

By applying for this position, your application may be considered for other opportunities (senior-level roles, head of department, etc.) within ESF.

ESF is an Equal Opportunities Employer
 
The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations.
 
Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request.
 
ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment. We adhere to rigorous recruitment practices, with all appointments contingent upon an interview, identity verification, criminal background checks (including ICPC, SCRC, and other international background checks as appropriate), assessment of social media presence, and positive references.

In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines, ESF may perform online checks for all shortlisted candidates prior to the interview.

About Us

The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds.

There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools.
www.esf.edu.hk

About the Team

ESF Sha Tin Junior School’s vision – “Learning for Life” – is underpinned by four core values. In order to aspire towards a life of learning, we encourage our students to focus on:
• Wellbeing
• Inclusivity
• Flexible minds
• Making a difference
We offer a balanced programme ensuring learners have the opportunity to develop academically, mentally, socially and physically. Our programme is guided by the philosophy of Positive Education and is inquiry based in outlook. Individual needs are catered for through an inclusive approach, implementing a range of teaching and learning approaches.
All stakeholders are encouraged to develop resilience, use a growth mindset and a “can do” attitude. We empower learners to take meaningful action and realise the impact each and every one of us can have in reaching the 2030 Global Goals.

https://sjs.esf.edu.hk