St Joseph’s Institution International Elementary School, a Catholic & Lasallian school that provides a quality international education for a diverse student body, rooted in the community of Singapore, is seeking a dynamic, conscientious and proactive individual to join us as
ES Administrative Executive
Reception:
Counter Duties (Shared responsibility with the other Admin team members.)
· Attending to walk in Parents and children’s enquiries and requests.
· Attending to Teachers & Staff enquiries and requests.
· Attending to guests/visitors and informing Staff of their guests/visitors arrival.
· Attending to couriers, delivery & dispatch personnels.
· Handling mailing of letters (via CA).
· Booking of taxis for guests/visitors.
· Assisting in sending out emails to Parents.
· Maintaining sufficient supplies of stationeries for Office use/ Refilling of papers for copiers.
· Maintaining the cleanliness and orderliness of the Front Office.
· Passing of messages to students & Teachers.
· Picking up and escorting children to and from the Security Office when the class Teachers or teaching partners are not available.
Phone Calls & Emails:
· Handling incoming calls from new & current Parents.
· Attending and following up on current & new Parent’s enquiries and feedback.
· Managing school's general emails
Onboarding for new student:
· Working with the Curriculum Manager to allocate colour houses.
· Working with the Curriculum Manager in sending out the welcome email which includes, curriculum overview & welcome letter from the Teachers.
· Following-up with Teachers or Assistant Principal (Curriculum) to update the welcome letters.
· Liaising with Parents and Teachers on first day transport arrangements.
· Any other matters arising from new Parents.
Virtues Project Workshops:
· Preparing google form & Red Dot link for online registration.
· Monitoring the attendance for all workshop sessions.
· Following up on correspondence with attendees on training details or feedback, etc.
· Monitoring sales of virtues cards/books.
· Liaise with PA to ensure that the venue is booked, catering of food and drinks and logistic requirements have been taken care of.
Daily Bulletin/Portal Calendar/IEP:
· Updating calendar changes in Parent’s Portal.
· Updating information on the Teacher Daily Bulletin - on a daily basis e.g. Teacher absence, what’s happening, meetings, etc.
· Adding and updating images of new students with IEP.
Administrative support to Vice Principal on Student’s Attendance and Teaching
Cover availability and record:
· Taking attendance and follow up on absentees.
· Working closely with the VP to monitor student’s attendance.
· Following up emails to Parents on attendance matters.
· Following up emails to Parents on leave of absence applications.
· Documenting, especially confidential Safeguarding and Child Protection.
· Preparing Presentations, visual materials and information to be shared with the community.
· Compiling info booklet on students dietary, medical & contact details in soft and hard copy.
· Updating student details in a tracking list for various departments (Well-being profiles, Individual grade assessment file).
· Importing student details to different classes yearly.
· Consolidating individual timetables to produce a cover teacher timetable based on the availability of internal teaching staff.
· Creating a teaching cover spreadsheet for live updates of cover staff movements.
· Assigning cover teachers for teaching staff on pre-arranged leave.
Safeguarding training for all Staff and Cover Teachers:
· Working with Pastoral VP to create Staff login details for Educare (Safeguarding).
· Sending emails to Staff with procedures to use the system.
· Maintaining Staff tracking list for the courses they are required to do.
· Following up on those who did not complete required safeguarding training within the given timeline.
· Entering details in the tracking file.
· Taking Staff images and forwarding them to the Operations Officer [For Supply Teachers, ITP, CCA providers only] and informing Staff when the pass is ready for collection.
Administrative support to ES Curriculum Manager:
· Maintaining updated Parent's contact details in student’s & SMS system.
· Assisting Curriculum Manager with class image taking on actual day.
· Preparing and printing Leavers and Grade 6 Graduation Certificates.
· Liaising with the vendor to purchase soccer balls and liaise with the Facilities Department to get the soccer balls ready for leavers.
Administrative support to Bilingual Programme:
· Providing administrative support to the Assistant Principal of Bilingual Programme.
· Handle enquiries from Parents.
· Any other administrative support required by the Bilingual Team.
Undertake any other general admin and ad hoc functions as assigned by the Principal, Senior Leadership Team and Curriculum Manager.
Requirements:
● Minimum of 5 years of school based administrative experience is preferred, alternatively significant experience in administerial or secretarial positions.
● Diploma in a relevant field.
● Team player with positive, cheerful, helpful work attitude and initiative.
● Capable of independent and committed effort, with good organisation & interpersonal skills.
● Proficient in Microsoft Office and Google suite is essential.
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.
Please visit our website at https://www.sji-international.com.sg/about/employment for more details.
Interested parties please apply via mycareersfuture or JobStreet.
Only Singaporeans need apply.
We regret that only shortlisted candidates will be notified.
