JOB PURPOSE

• The Administrative Assistant is responsible to manage the office of the Head of Sections (HOS), and to provide administrative support to the Head of Sections (HOS), the SLT of this section and the School in general.

KEY RESULT AREAS/ RESPONSIBILITIES

• To assist the HOS in organizing professional development events and provide administrative support including but not limited to photocopying, preparing resources and follow up work as and when requested by HOS.
• To provide administrative support at Primary office when the Administrative Assistant went for lunch/ absent from work and when requested by HOS, such as:
  • To be responsible for recording all incoming mail and distributing them to relevant departments/sections/key stages.
  • To ensure that daily incoming and outgoing memos, internal/external correspondence and documents to/ from HOS are properly managed, distributed, documented and filed, where applicable.
  • To maintain a schedule of daily appointments/ meetings for HOS.
  • To assist the HOS in typing and compilation of reports, letters and other documents as requested by HOS.
  • To attend to visitors/ parents/ staff who wish to see the HOS.
  • To respond to public/ internal enquiries and complaints in a courteous manner and resolve complaints in an efficient and timely manner.
  • To coordinate any school activities and functions as required by HOS.
  • To manage and maintain a proper stationery stock inventory control for academic division.
  • To handle request and issuance of stationery by the staff.
  • To ensure and maintain high confidentiality of the office documents.
  • To assist the HOS in the Engage system to access students' details, generate management, statistics and attendance reports.
  • Responsible for attendance management of the academic staff.
  • To assist the HOS in the administration of the internal examination process and the online system management pertaining to the examination process.
  • To assist in any matters related to academics as required by the HOS.

JOB REQUIREMENTS

• At least SPM / Private Secretary’s Certificate/ Diploma in Secretarial Science or similar relevant qualifications.
• Minimum 3-5 years relevant working experience as an Administrator or Personal Assistant to senior management positions, preferably in the education industry.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

• Computer literate in MS Office, MS Excel & MS Power Point with good presentation skills.
• Good in planning and organizing skills. Meticulous and details oriented.
• Good command of spoken and written English.
• Good interpersonal and communication skills.
• Able to multitask and work under pressure.