Job Description

Singapore /

Non-Academic - Administration /

Full Time (Perm)

/ On-site

Currently, more than 1800 students are learning at GESS supported by more than 400 full time and part time academic and administrative staff members. In August 2018 GESS moved to Dairy Farm Road to a modern new school campus located at the edge of Singapore\'s largest nature reserve.

The Administrative Assistant reports to the Director/s of Section and is responsible for supporting the section leadership team. They are accountable for the day-to-day administrative tasks required to effectively run the department. This includes filtering and answering emails, phone calls, scheduling meetings, and working on projects that support the development of the department.

Key Accountabilities

• Communication
• Prepare, review and/or write letters, and send references, e-mails, minutes, and other external internal or external communication as requested
• Minute departmental, staff, parent and parent representative meetings
• Proof-read and fact-check letters and documents
• Answer/make phone calls as per request
• Translate documents and texts for internal and external communication from English to German and vice versa
• Collate ebrief submissions from teachers and finalise ebrief
• Maintain departmental staff lists, incl. mailing lists
• Communicate with parents via email and phone

• Managing of contacts and appointments
• Maintain daily calendar & key date calendar for Directors and leadership team
• Maintain departmental calendars (Outlook)
• Enter departmental events into GESS public web calendar
• Contribute to setting up school calendars and school holidays in advance

• Support of internal and external events
• Organise conferences, events and meetings as requested
• Liaise with GESS administrative departments (events, IT, facilities) and oversee event planning as requested
• Prepare power point presentations as requested
• Book of professional development courses and travel
• Support Directors of Section in various business functions outside GESS

• Data and system management
• Research, collate and record strategic data and information
• Collate data for internal and external evaluation processes
• File student digital reports/communication on the school\'s SMS (Student Management System)
• Support the setup and function of the school\'s LMS (Learning Management System)
• Setup, organise and coordinate academic resources such as digital or paper based assessments, academic data analysis tools, etc
• Effectively manage and create content in Sharepoint and shared file systems
• Organize, print, double-check and file and send student references
• Update teacher and student/parent handbooks
• Create and communicate other relevant documents as requested

• Managing new job applications
• Organize applications for teaching positions as provided from HR
• Arrange for interviews with candidates
• Maintain documentation of references, interview notes, appraisals of staff with HR and Directors

• Organising documents
• Locate, update, collate and send student reports and reference documents to other schools, as requested
• File correspondence with external bodies or individuals as requested
• File minutes of departmental meetings, team meetings
• File other relevant documents as requested

• Others
• German Section eBook license management and allocation
• Other tasks or duties as agreed with the Directors of Section

Skills and Qualifications

• Strong interpersonal skills
• Tech-savvy and experienced with word processing and email programmes
• Active listening and good communication skills
• Proactive approach to problem-solving
• Ability to multitask
• Strong time-management and organization skills
• Excellent English and German language to liaising with German stakeholders
• Knowledge in German School systems is a bonus

Keen to collaborate and share your specialist expertise, you will be a fitting ambassador for the school. You will communicate with confidence across diverse audiences and situations, using your expertise to build strong relationships across the GESS community.

Our School

The German European School Singapore (GESS) is a multi-lingual, not-for-profit, German international school in Singapore with a distinct European flavour. As an accredited \'Excellent German School Abroad\', the German Section of GESS offers all major German school leaving certificates.

Our European Section offers tuition in English for students from grade 1 - 12 across all three IB programmes (the PYP, the MYP and the IB Diploma Programme) as an authorised IB World School.

Children aged 2 years onwards can enroll in our Preschool where children are following the PYP programme in German-speaking, English-speaking or bilingual groups. In addition to an outstanding academic education, GESS strives to teach students community values such as respect, openness and diversity.

To Apply

We offer an exciting working environment in an international and cooperative team. Your application should include a letter of application and your complete resume. Please indicate your reasons for applying for the position.

Our Selection Process

At GESS we adhere to fair employment practices that consist of hiring practices that are fair, merit-based and non-discriminatory.

We are committed to providing a world class, safe, happy environment in which children and young people are able to thrive and learn. We are committed to safeguarding and child protection as we promote the welfare of all our pupils irrespective of race, ability, religion, gender or culture.

All post holders are subject to appropriate vetting procedures including satisfactory reference and background checks and the offer of employment will be subject to the completion of these. In addition, the visa entry requirements for Singapore are subject to certain requirements being met. This includes but is not limited to, mandatory diphtheria and measles vaccination requirements for children attending school in Singapore will need to be in place prior to arriving in Singapore in order for the criteria for a child Dependent Pass to be met and the visa granted. Further information on this will be shared at interview stage if applicable.

Please note, that only shortlisted candidates will be notified.

Safeguarding Commitment

GESS is committed to our responsibilities for promoting and safeguarding the welfare of all children and young people. We actively recruit candidates who share our commitment to safeguarding and, therefore, apply robust and comprehensive recruitment and selection procedures. We expect all appointed staff to adhere to and ensure compliance with the relevant GESS Safeguarding Policy and Procedures. If the job holder identifies any instance that a child may be harmed or are at risk of harm (physically or emotionally) in any environment, they must report any concerns to the School\'s Designated Safeguarding Lead or a member of the Safeguarding Team.

CPE registration number: S72SS0010G Registration period: 22 June, 2023 - 21 June, 2029

GESS