High School Administrator

Responsibilities

PA to Divisional Principal

• Manage the Divisional School Principal’s calendar and schedules, screening callers and arranging appointments and meetings, as directed
• Provide secretarial support to the Divisional School Principal, including but not limited to managing travel arrangements, filing, documentation, printing of documents, and claims
• Admin support for Teacher’s Observation Process and Hiring Process
• Details are to be discussed and refined with the High School Principal

Divisional Administration

• Perform all office administrative support for the Principal and Divisional Leadership Team
• Support the day-to-day operations of the Division with a problem-solving mindset
• Printing of hall passes, signage, posters, and other classroom materials as instructed
• Liaise with teachers and parents to resolve attendance concerns
• Provide administrative support to students, including student records, attendance, and disciplinary matters
• Provide administrative support to the Spirit of Stamford Scholarship Program
• Support the Student Council and other student-initiated campaigns
• Organize, document, and file the Divisional student files and records
• Work closely with the Divisional Principal, School Admin Manager, and the Head of Communications on any ad-hoc tasks requiring support, ensuring timely and accurate completion. This includes adapting to changing priorities and collaborating with team members to meet project goals effectively
• Support other school business needs during school breaks (e.g., Holiday Camps) as assigned by the Head of Communications

Event Coordination and Logistics

• Contribute to the school’s event calendar by managing and maintaining the divisional academic events schedule
• Assist the Divisional leaders with the planning and logistics of academic events (e.g., assemblies, course selection fair, careers days, university fair, field trips, sports days, swimming galas, competitions, productions, exhibitions, showcase, and proms)
• Support the Principal in delivering the Grade 12 traditions (special G12 Conference, farewell parade, final assemblies, High School Graduation, and G12 graduation preparations (photoshoot scheduling, gown sizing, and dry cleaning, etc.)

As a member of the School Office Team, the candidate is also expected to support and cover other office administration duties as needed. These include, but are not limited to:

• Support and cover for the Transport Officer (as needed) to coordinate the school transport service, ensuring smooth operation during arrival and dismissal
• Reception and help desk duties at the school reception desk, maintain the visitor log, issue and collect badges
• Provide excellent customer service as expected from a premium international school. Assist all guests, parents, students, and teachers who approach the school office / reception desk.
• Monitor and manage student attendance and follow up with families when students are absent
• Sign in students arriving late, sign students out when departing early, and oversee students waiting to be picked up after school
• Office admin such as mail and courier arrangements, and managing the lost and found

Position Requirements

• At least 2 years of related working experience
• Good interpersonal and collaboration skills
• Able to work independently with little or no supervision
• Well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people
• Excellent time management skills and ability to multitask and prioritize work

• Excellent written and verbal English and Chinese, ability to speak Mandarin is a plus

  Proficiency in computer skills

Qualifications

Minimum Bachelor’s degree or equivalent is required

Contacts

• High School Principal
• Head of Communications and Community Engagement
• School Admin Manager
• Regular interactions with staff, students, and parents

Working Conditions

• School Environment
• Will be required to work independently and as part of a collaborative team effort
• Working hours 7:00am to 4:30pm (or 7:30am to 4:30pm), Monday to Friday, plus occasional extended working hours to complete some projects and to support school-related events may be required

Terms of Employment

• Referee request: Required
• Background Check: Required

The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Designated Safeguarding Lead or to the Head of School or indeed to the Regional CEO or Safeguarding Manager - Asia so that a referral can be made accordingly to the statutory services.