Middle School Administrator and Transport Officer

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 Middle 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 any student-initiated events, student records, attendance, and disciplinary matters.

●      Organize, document, and file the Divisional student files and records.

●      Work closely with the Divisional Principal, School Admin Manager, and the Head of Communications and Community Engagement 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 and Community Engagement.

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, field trips, parties, sports days, swimming galas, competitions, productions, showcase, learning journeys, and graduations).

Transportation

●        Coordinate the school bussing services at school with guidance from the General Manager, Principals, Head of Communications, and School Admin Manager.

●        Work with the bus service provider to ensure a smooth running of transportation at school, including morning arrivals, afternoon dismissal, CCA dismissal, and other occasions.

●        Manage the White Card system.

●        Communicate with Stamford families regarding bus issues at school when required.

●        Book buses for local school field trips, competitions, sporting games, and events.

●        Handle bus-related enquiries from parents and staff.

●        Support the Health and Safety Officer and the General Manager in the aspect of school transportation.

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:

●        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 colleagues who approach the school office / reception desk.

●        Monitor and manage student attendance and follow up with families when students are absent; including signing in students arriving late, signing students out when departing early, and overseeing 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

●     Middle 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 7:30am 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.