KEY ACCOUNTABILITY (Main purpose of this job):
RESPONSIBILITIES (Key areas of Responsibilities):
- Answering phone calls, directing and filtering inquires and taking down messages. (Backup at Secondary reception during lunch time, school break or when necessary)
- Checking on ManageBac class attendance every morning and making phone calls to parents when a student is absent without a reason. Submission of attendance report to the Vice-Principal for verification at the end of each day.(Backup)
- Responsible for contacting supply teachers and liaising with staff for work coverage. Input record of teachers absentee list in the my.cis portal daily. Monthly report and supply record must be submitted.
- Coordinating photo taking for secondary school class/staff and graduates. Updating photos in the database (iSams).
- Creating new students records, updating and maintaining existing students records and students that have left. Archived and retrieved previous students records from storage. Filing of report cards and other documents to the existing and archived students records (MYP).
- Assisting parents in documentation requests for existing and previous students.
- Updating the current students demographic in the database.
- Assist in followup with family on expired passes of current students.
- Reply and forwarding of emails to the secondary school mailbox to the respective person/dept.
- Supporting Secondary School Office in day to day clerical admin duties (Eg. Admin support during examination, sourcing and ordering of supplies etc) and data entry (eg. Class information, timetable, student/staff info etc.) as assigned by Senior Administrative Executive.
- Supporting secondary events with signages, posters etc.
- Liaise with VP and parents, to coordinate a supply teacher for students who are taking an external testing to their new schools.
- Apply to AAPPL language assessments for new students language choice.
- Add new students to the timetable system and remove withdrawn students. Update the secondary New student and withdrawal list accordingly.
- Call parents and update on the second language choice - Grade 6 to 7
- Check and allocate lockers to Advisory groups/homeroom.
- Name tags for classroom doors
- Assist in data entry for information in IBIS as assigned by Senior Administrative Executive
- Preparation work for the new school year during summer period eg. Lockers and keys assignments, assist in the teacher deployment/rooms for CPE submission and any other administrative works in preparation of the new school year.
- Undertake any other duties as requested by the Senior Administrative Executive / Principal
REQUIREMENTS (Job/Person):
Minimum O level and computer literate.
Minimum 1-3 years experience in secretarial or administrative support job.
Pleasant personality and good organizing skills.
Good Interpersonal Skills.
Possess strong initiatives and must be an adaptive team player
