Administrator & PA to Principal - Sha Tin Junior School

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.

The school requires an administrator with front office and PA to the Principal responsibilities.

Responsibilities

Personal Assistant

• Provides secretarial and administrative support (e.g. Filing, diary management, taking minutes, typing complex and routine correspondence from rough draft, handwritten notes, machine dictation, or general verbal instructions)
• Answers telephone calls, distributes messages, handles enquiries and follows up
• Arranges schedules and attends council or committee meetings
• Arranges venues for meetings, informs members of the agenda of meetings and takes and transcribes minutes of meetings
• Makes catering arrangements for functions and meetings, when required

Reception and administrative

• Follow all administrative processes and systems within the school, ensuring accurate record-keeping and adherence to policies
• Oversee the life pass system/MTR system, including staff and student registers and assign lift buddies to students
• Track and manage attendance registration for teaching staff within the system
• Operate the reception desk, handling walk-in, telephone and email inquiries with professionalism and efficiency
• Liaise with the school bus service and communicate effectively with parents
• Collaborate with other administrators to arrange business travel, coordinate meetings, track expenses and petty cash arrangements
• Update and manage the ENet and timesheet system as required
• Assist with the school events and ensure the smooth operation such as the Music and Speech Festival
• Collaborate with the HR and Finance Manager to issue the purchase requisition form to staff and prepare the appropriate paperwork for visitors
• Maintain stock levels of stationery, snacks and cleaning consumables
• Follow the school’s accounting and procurement processes and maintain the Fixed Asset and Non-asset Registers
• Maintain organised filing systems
• Prepare reports and information as required by the Principal, teaching staff, HR and Finance Manager or Office Manager
• Perform any other duties as and when assigned by the Principal, teaching staff, HR and Finance Manager or Office Manager Support the Principal, HR and Finance Manager, Office Manager or teaching staff in preparing materials such as parent communications, labels, and information packs.

Requirements

• Relevant experience in an administrative / reception roles
• 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 Rehana Shanks at +852 2692 2721 or  info@sjs.esf.edu.hk.

Applications will be reviewed on a rolling basis and offers may be extended prior to the job 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.

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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.

http://www.sjs.edu.hk