Administrative Executive (Jurong West)

The role of an Administrative Executive in school is to assist the School Principal, Vice Principal and Administration & Operations Manager in the areas of finance, personnel, estate management and general administration to ensure the smooth operation of the school.

RESPONSIBILITIES

1. Administrative Duties

a. Attend to all enquiries including walk-in visitors at the school's general office counter

b. Attend to telephone enquiries and answer phone calls and connect them to the relevant parties in the Association

c. Receive incoming emails and route them to the party concerned

d. Maintain adequate supply of stationery, ink cartridges, toners, classroom toiletries and submit purchase requisition as and when necessary and provide a monthly usage report for Manager

e. Ensure all staff names are updated on staff movement board and in-tray

f. Maintain central filing system for all documents

g. To ensure smooth operation in the office by liaising with vendors to service faulty equipment

2. School Transport Duties

a. Ensure the daily transport deployment schedule is adhered to base on advance booking to facilitate smooth process

b. Monitor, record, compile and keep track of exact time allocation of Driver's services rendered to organization for accurate claim of services

c. Send complied time sheet at the end of each month to Finance Department for reimbursement

3. Human Resource and Training Administrative Duties

a. Submit training application forms of all staff to HR Department. Make copies of the forms and maintain the records by filing and updating all staff training applications

b. Personnel matters recruitment: Contact candidates for interview, arranging for interview, ensure smooth processes

c. Training courses: Ensure personal and vocational development of teachers by assisting to register training courses for teachers

d. Ensure Training Evaluation Form and photocopy of certificate are submitted on time for proper documentation

e. Process NCSS VCF Local Training Grant and submit claims to NCSS

4. Finance Administration Duties

a. Makes copies of all financial documents before submitting to Finance and maintain record of such documents.

b. Assisting in the budgeting and financial operations, including collection of fees and revenue for the school and processing of payment, and ensuring that the financial regulations are being complied with

c. Ensure prompt payment of petty cash from Finance Department

d. Co-ordinate smooth process of medical claims

5. Statistical and Management Report Submission Duties

a. Maintain and update pupils database

b. Maintain and update MOE's staff database

c. Ensure pupils database is updated promptly (Student movement - new enrolment, discharged cases, etc)

d. Ensure staff database is updated promptly (Staff movement - new hire, resignation, and change in particulars such as contact no, address, education)

e. Submission of monthly data to external stakeholders: Edusave withdrawal for school fees / enrichment programme, Student data update form, Discharge form, Enrolment form, Reimbursement of SPED Contract Teacher Form.

6. Others

a. Undertake any other duties as assigned by Principal, Vice-Principal and Admin & Operations Manager

REQUIREMENTS

• A team player with good interpersonal, organisation and communication skills

• Possess the ability to work well in a dynamic environment

• A polytechnic diploma in any discipline