Job Description

UWCSEA has a temporary vacancy for an Administrative Assistant to start as soon as possible until February 2025 at its Dover Campus.The incumbent will provide administration support to the Music department.Main Responsibilities

• To perform a wide range of administrative, secretarial and frontline communication duties to ensure the efficient day-to-day operation of the Music Department, such as (but no limited to)

• taking phone calls, assisting parents, students and teachers, and resolving and referring a wide range of inquiries.
• forward emails and other correspondence as necessary.
• Maintain the Music Office including; office supplies and daily checking of the photocopier/printer.
• Scanning documents, producing laminated tags/labels.
• Oversee the daily bookings of the Music Practice rooms and classrooms for rehearsals, exams, etc.
• Liaise with Facilities to ensure rehearsal and concert venue set-up, air con bookings, etc. Liaise with the Recording Studio engineer regarding purchases and equipment bookings.
• Maintain and update the Music Department noticeboard.
• Create and maintain GoogleDrive database and develop spreadsheets for all Music Activities and ensembles including parents, students email, contact number. Maintain Music Activities and ensembles lists on CIMS for registration and communication, including payments, refunds, etc.
• To support teaching staff in the production of teaching material and resources. For example; typing of handwritten notes, production of flashcards, book wrapping and labelling, etc.
• To provide administrative support for the planning of Music and related events, on-campus and off-campus concerts, e.g. programme, producing tickets, flyers, forms, publicity, eFlyer, eBrief, banner, transportation, Artist pass lists for Esplanade concert.
• To provide administrative support for the Music Activities programme.
• Assist with invoices and payments, liaising with the Finance Department and Procurement.

Person Specifications

• Minimum \xe2\x80\x98O\xe2\x80\x99 Levels/Higher Nitec/Diploma in related discipline
• At least 2 years\' of administration experience
• Ideally some appreciation of Music as a subject.
• Adept in the use of CIMS and College Systems/processes.
• Highly proactive and competent administrator, who is flexible, a problem solver, and able to show initiative.
• Comfortable with Google suite of programmes eg. google docs, spreadsheets etc & quick learner with regard to our other software platforms used at UWCSEA eg. OLP, notices etc.
• Knowledge of accounting to work out costs/profits/budgets/ salaries/parents\' payments.
• Comfortable receiving inquiries and able to deal with these with good humour.

Application.The UWC Mission is to make education a force to unite people, nations and culture for peace and a sustainable future. We are committed to creating a community in which all members feel safe and secure, and know that their authentic selves and individual differences are accepted with respect and care. At UWCSEA, we acknowledge that diversity, equity, inclusion and justice (DEIJ) is an ongoing and evolving process and strive to create and sustain a sense of belonging for all members of our community, past, present and future. All qualified applicants, including those who identify as a part of marginalized group(s) and individuals with (dis)abilities are all encouraged to apply. Our school is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices and all appointments are subject to interview, satisfactory references, identity and criminal record checks.

UWCSEA