Job Description

Designation Administrative Executive Reports To Centre Principal

Working Hours Mondays to Fridays 8.00 am to 5.00 pm Saturdays Where applicable

Open Houses / School Events Staff is required to attend these events
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Communication

• Answers and screens all incoming calls

• Takes and delivers messages

• Records and forwards parent feedback to the Centre Principal

• Assists the Centre Principal with preparation of newsletters, notices, and their distribution

• Circulates and sends important letters and announcements to parents, whenever needed
  

Parent Liaison

• Attends to parent enquiries

• Manages reception duties, including parental liaison

• Ensures that all parent contact information is accurate, and interactions are always up to date

• Ensures that enquiries are followed up by phone or email within 2 working days

• Provides personalised customer service
  

Admissions

• Arranges prospective parent visits to the school

• Answers all enquiries relating to school tours

• Corresponds with prospective parents

• Obtains confirmation from prospective parents before a school tour

• Ensures a post-tour email is sent within 1 working day after the school tour

• Maintains and updates the prospective leads list

• Ensures that the school admission packages are complete and kept up to date

• Supports families with student pass applications

• Handles the student admission process and documentation

• Assists in admission activities, as and when needed
  

School Uniforms

• Manages the sale of uniforms

• Keeps stock of uniforms and updates the inventory

• Requests for purchase if stock is low
  

Student Related

• Creates, maintains, and updates the student records, both on the school system, and on file

• Ensures that the student files are organized and complete, with mandatory documents on record
  

Staff Related

• Creates new staff profiles, with essential data on file

• Submits the personal data of staff members on the Early Childhood Development Agency’s portal
  

Attendance Records in school

• Follows up to ensure that the daily attendance for students is fully updated

• Follows up to ensure that the daily attendance for staff is fully updated

• Updates and consolidates the attendance report from the school system on the 1st of every month

• Sets up door access for new staff

• Manages the door access system records
  

Procurement

• Liaises between staff and the management for all purchases

• Coordinates purchases of products and services for the school

• Orders office supplies, equipment, and services for the school

• Verifies that orders have been placed and that deliveries have occurred

• Reconciles shipments, back-ordered items, damaged items, and follows through with the suppliers to correct any discrepancies

• Plans inventory and ensures resource efficiency for the school
  

Purchasing

• Attends to purchasing requests

• Purchases based on approved requests from the Principal and General Manager

• Attends to checks on delivery orders whenever needed

• Conducts audit on existing supplies, equipment, inventory, and services

• Purchases :

• - Groceries

• - Uniforms

• - Classroom supplies

• - Stationery

• - Housekeeping supplies

• - Kitchen supplies

• - Computer and IT supplies
  

Office related matters

• Stocks up forms needed for staff and parents, to ensure smooth operations

• Arranges for troubleshooting of machines and equipment

• Coordinates with the IT service provider on IT issues and requests
  

Projects and Events

• Supports the Principal in the preparation of Open House / Marketing events

• Supports the Principal in licensing preparation and SPARK Accreditation
  

Qualities

• Experience in customer service is essential

• Possesses good written and verbal communication skills

• Having the ability to multi-task is essential for this position

• Possesses a collaborative attitude, and is able to work well in a team orientated environment

• Demonstrates tolerance and respect for racially, culturally, and linguistically diverse populations

• Possesses empathy and understanding for the school community

• Acts as the ambassador for the school