Administrative Officer

Job Description

1. Attending to phone and walk-in queries and providing frontline administrative support

2. Updating School Incident reports and student attendance records in School Cockpit, including collation of attendance for temperature-taking and emergency/haze exercises

3. Managing Student Pass applications for foreign students

4. Assisting in Y56 Registration and Orientation programmes, including liaison with vendors (bookshop, uniform, magazines) and administrative matters such as activation and programming of students new CEPASS

5. Handling students subject withdrawal requests, external H3 Programme applications, and processing students withdrawal forms including preparation of Leaving Certificates

6. Assisting in A Level results release and supporting the Y56 Exam Committee in preparing absentee reports during Common Tests and Examinations

7. Organising Y56 uniform sales and performing cashiering duties for Y56 and Y14 when required

8. Editing, uploading and printing Graduates CCA Achievements and Testimonials in School Cockpit

9. Sorting and distributing SGC and IP Certificates, handling requests for reprinting of certificates (RD, CCA, APR, PDR and GAP), processing verification requests and preparing verification replies or letters for visa applications and employment reference checks, and certifying true copies of documents

10. Assisting in administering QSE, MOE and school internal surveys and providing administrative support for school events such as PTM, Open House, talks and seminars

11. Ensuring updated supplies of first aid items

12. Any other duties assigned by the school

Job Requirements

• Excellent IT skills (Words and Excel) and able to present information for management reporting
• Good written and verbal communication skills
• A high level of accuracy and eye for details
• Clear and logical thinking
• Good organization and planning skills need to organize and present quotations received
• Excellent time management skills with ability to work independently on tight deadlines and under pressure
• Good customer service skills with the ability to build appropriate professional yet friendly working relationships with staff and vendors
• High Integrity with the ability to demonstrate an understanding and respect for confidentiality in dealing with job issues
• Willingness to work beyond the call of duty
• Able to find solutions to problems with some degree of flexibility in the approach whenever possible and investigate enquiries and respond in a timely manner
• Effective contributor and team player within and with other departments
• Prior understanding of MOE systems and able to work on rotated shift and weekend for school events a plus
• This is a 2-year contract position (renewable)