Executive, School Administration - APSN Chaoyang School

Job Responsibilities:

Pre-Admissions

. Manage and track incoming admissions enquiries from parents/caregivers, referral agencies, and relevant stakeholders.

. Provide administrative support for the admissions process, including application receipt, document checking, and follow-up on incomplete submissions.

. Maintain accurate admissions records, databases, and applicant status updates.

. Coordinate admissions-related appointments, school visits, interviews, assessments, and meetings.

. Liaise with parents/caregivers, referring agencies, and internal departments on admissions documentation and next steps.

. Prepare admissions-related correspondence, letters, forms, and reports.

. Ensure proper filing and confidentiality of applicant information and supporting documents.

. Support the compilation and submission of admissions data and statistics for management reporting.

Post-Admissions

. Administer enrolment documentation and ensure all required records are completed upon student admission.

. Maintain and update student records, personal particulars, supporting documents, and administrative files.

. Coordinate onboarding-related administrative processes for newly admitted students and their families.

. Support communication with parents/caregivers on enrolment matters, school administrative requirements, and follow-up documentation.

. Assist in withdrawal, transfer, progression, and status update processes where required.

. Ensure proper archival and retrieval of student records in accordance with organisational policies.

General Administrative Support

. Provide administrative support for meetings, reports, data entry, filing, and record management related to admissions and student administration.

. Prepare periodic reports, statistics, and status summaries for management and relevant stakeholders.

. Liaise with internal departments, external agencies, and vendors where necessary for admissions-related matters.

. Support front desk or reception duties when required.

. Ensure compliance with data protection, confidentiality, and organisational procedures.

. Carry out any other duties assigned by the School Leader or reporting officer.

Job Requirements:

We are seeking a highly organized and proactive Executive (Administration) to provide administrative and operational support for the school's pre-admissions and post-admissions processes, ensuring timely processing of applications, accurate maintenance of student records, effective communication with parents/caregivers and referral sources, and smooth coordination of enrolment-related activities in compliance with school and organisational procedures.

• Diploma/ Degree from recognised institutions
• Prior experience in school administration, office management, or related field
• Attention to Detail
• Good communication skills
• Confidentiality
• Proficiency in office software (e.g., MS Office Suite)
• Ability to multitask, manage deadlines, and work collaboratively with various stakeholders
• Office Administration or related certification is a plus