Administrative Assistant - Urgent Position

KEY ACCOUNTABILITY (Main purpose of this job):

• Responsible for providing efficient and effective administrative and clerical support to the Secondary School Office. 
• Ensure a welcoming and supportive reception for all visitors and enquirers to the Secondary School Office.
• Gathering and accurately marking and reporting attendance of Secondary students according to the requirements stipulated by ICA and CPE.  Reports are to be duly presented to Secondary administrators and filed accordingly each month.
• Ensure accuracy in data entry onto Netsuite (students’ particulars) and timely documentation updates to Digital Student Records (DSR)

RESPONSIBILITIES (Key areas of Responsibilities):

• Attend walk-ins and phone calls.  Filter and direct general inquiries.  
• Provide support to parents, students and visitors when required 
• Daily gathering of attendance reports from Secondary Teachers and monthly attendance reports to the Principal for sign offs
• Provide calls to parents/guardians when students are absent from school.  
• Daily collection and distribution of mails
• Distribute and arrange for collection of any school magazines, yearbooks etc for students.
• Arrange appointments for principal or vice principals using calendar invite
• Upload/update of documents to Digital Student Record (DSR) and/ or the google drive folder accordingly (primarily for, but not restricted to, G11 and G12)
• Retrieving and archiving students’ records from the storage.  Assist in documentation requests as necessary (primarily for, but not restricted to, G11 and G12)
• Scan and record the information for the archived students’ files
• Annual archive of administrative folders eg. students’ attendance and examinations etc in storage
• Assist in copying/scanning/sending documents or reports from students’ records when requested for both existing and former students
• Assist in the preparation of examination papers during each examination period (primarily for, but not restricted to, G11 and G12)
• Assist in the preparation of Academic awards
• Supporting in the day to day clerical administration duties and data entry as assigned by the Senior Administrative Executive
• Making arrangements and keep records for bus / transport bookings
• Assist in entering/ updating students’ information into School’s platforms
• Assist in data entry for information in IBIS (IBO website) as assigned by the Senior Administrative Executive
• Issue and manage the distribution of classroom keys to faculty and supply teachers
• Assist Senior Administration Executive to arrange for supply teacher’s coverage, when necessary
• Arrange despatch documents via courier service through the main office reception, and update postage charges for Secondary Students’ documentation request
• Ensure available stock of hand towel, beverages etc in secondary pantries
• New Academic Year’s preparation work to be completed over the summer break
• Undertake any other duties as requested by the Secondary School Principal and Senior Administrative Executive, and where applicable EXCOM

REQUIREMENTS (Job/Person):

• Minimum O Levels and computer literate
• Pleasant personality with organizing skills
• Familiar with MS Office and Google applications
• Good Interpersonal skills and initiative
• Possess strong initiatives and must be an adaptive team player
• Detail-Oriented and meticulous in data
• Able to multitask
• Flexibility to contribute to additional tasks or supports that arise for special events or additional needs
• Minimum 1-3 years experience in secretarial or administrative support jobs.