Personal Assistant to the Junior School Principal

NLCS (Singapore) believes that each employee makes a significant contribution to our success and that contributions should not be limited by the assigned responsibilities.

Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the employee, nor NLCS (Singapore), to only the work identified. It is the expectation of the school, that each employee will offer his/her services wherever and whenever necessary to ensure the success of our organisation.

Our School is committed to safeguarding and promoting the welfare of children and young people. The School expects all teaching staff, nonteaching staff and volunteers to share and uphold this commitment.

Main Responsibilities:

1. Proactively manage the diary arrangements for the Principal, as required, keeping full control of appointments and diary bookings, identifying and resolving any potential conflicts.

2. Handling parental enquiries and queries.

3. Managing correspondence for the Principal

4. Welcoming and hosting external visitors on behalf of the Principal and ensuring suitable refreshments are available.

5. Providing confidential clerical and administrative support to the Principal.

6. Ensuring all telephone and personal enquiries are dealt with efficiently and effectively in a professional manner.

7. Establishing a business-like office environment and promoting good relationships between all stakeholders and visitors.

8. Supervising the arrangements for all relevant meetings as requested, including room booking, preparation of materials and minute taking, in order to ensure their timeliness and smooth running.

9. Arranging travel for the Principal, including flights, land transport, hotels and other details as requested.

10. Alerting the Principal well in advance of approaching issues, events and key dates in the School calendar.

11. Acting as the quality control in respect of all letters and documents produced by or for the Principal and preparing routine correspondence using his/her own initiative.

12. Responsible for maintaining and enhancing efficient filing and document retrieval systems for the Principal

13. Acting as a central point of contact for projects which may be delegated by the Principal and to lead and participate in school projects using own initiative and keeping to agreed project deadlines.

14. Attending appropriate meetings with the Principal in order to facilitate note-taking and record-keeping.

15. Overseeing meetings, ensuring the relevant papers and documentation are compiled or received in advance to enable the Principal time to prepare

16. Establishing constructive relationships and communication with external stakeholders.

17. Supporting the Junior School Office with parent communications, in particular:

• Day-to-day communications with parents of Junior School students
• Managing mass communications with Junior School parents
• Booking appointments for parents with the JS Principal or the JS Assistant Principals

General

1. Fostering and supporting the School's ethos, values, rules and guidelines.

2. Acting in accordance with relevant legislation in Singapore, as well as UK guidelines, particularly with regards to educational provision, health and safety initiatives and child safeguarding and ensuring that all students and staff maintain these standards.

Safeguarding

Abide by the school safeguarding policy and keep abreast of any changes.