Job Overview : Assisting Head of School (HOS) and Head, Academic & Operations to manage Children and Families (New and Existing), Non-Teaching Personnel
Primary Function
- Perform general administrative duties such as updating records and maintaining the filing system within the school and writing of reports (where applicable).
- Liaise with SJII Central Admin (Finance, HR, CMA, ASP, IT) and external suppliers and vendors in administrative matters
- Assist and support Head, Academic & Operations with families for administration and operation matters.
- Assist and support HOS in calendar scheduling for meetings and other administrative duties
Job Duties and responsibilities
1. General Administration
Data entry and management
- Maintain accurate data entry, including creation and updating of children's and parents particulars, subsidy status, and staff records.
- Create, file, and regularly update both physical and digital records of children and staff information.
- Support administrative processes related to children's waitlist, enrolment, and withdrawal.
- Prepare and manage documentation for new enrolment and withdrawal cases.
- Monitor children's central attendance and ensure compliance with attendance requirements.
- Arrange and prepare dispatch through courier services, where applicable.
- Ensure parent sign in and out, medication, staff sign in and out, visitor sign in and other forms that are applicable to the school's operational needs are duly filled and maintained.
Monitoring centre resources
- Monitor and manage preschool resources to ensure adequate supply.
- Coordinate monthly food indents and oversee ordering of dry and wet rations.
- Work with class teachers to coordinate and order required learning materials and stationery, subject to approval by the Head of School / Head, Academic & Operations.
Others
- Provide administrative support for the Head of School, including coordinating meetings and event schedules.
- Record and prepare minutes of meetings, as required.
- Assist the Preschool Leadership Team in compiling and submitting the monthly enrolment report to the Head of School.
- Handle walk-in enquiries and telephone calls in a professional and timely manner.
- Liaise with contractors on maintenance matters and maintain accurate records of related work.
- Collaborate with other support staff to ensure smooth day-to-day operations of the preschool.
2. Finance
- Work closely with the Finance Department and Central Administration at SJI International (SJII).
- Collect and collate expense claim forms from all preschool staff for submission to the Finance Department.
- Liaise with the Finance Department on purchase requests, invoices, and delivery orders to facilitate timely payments.
Follow up with parents regarding outstanding payments, as required.
3. Human Resource
- Promotes SJI International Preschool's social mission and objectives through the activities of the school in reaching out to the children, parents and community.
- Implements SJI International Preschool's Shared Vision and Mission in motivating staff and leading by example.
- Covers key administrative duties in the absence of Head, Academic & Operations.
- Performs other related duties as assigned by Head of School/Head, Academic & Operations and/or SJI International Preschool Board of Governors.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
