Job Description

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all
staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment
background checks will be undertaken before any appointment is confirmed.
Position Title Early Years Secretary (AIS)
Reference: May 2024
Function/Department Early Years
Location: Early Learning Village (AIS)
Manager Title Head Of Early Years
Position Type Permanent
Position Status Full-time
Position Objective
The Early Years Secretary serves as the first point of contact for parents, visitors, and staff in the AIS Early Learning Village
(ELV). This role aims to provide efficient administrative support to ensure the smooth operation of the facility. Key objectives
include managing inquiries, scheduling appointments, maintaining records, supporting communication between stakeholders,
and facilitating a welcoming environment conducive to early childhood development.
Responsibilities
Key Responsibilities:\xe2\x97\x8f Read and respond to all routine and non-routine correspondence; establish and maintain manual/computer filing
systems for all correspondence
\xe2\x97\x8f Collect and distribute general mail and file for attention as appropriate
\xe2\x97\x8f Ensure completion and submission of all online and physical forms. Including, but not limited to: Variation to
Routine forms, Leave forms, maintenance requests, Extended and Holiday Care forms, etc
\xe2\x97\x8f Provide secretarial and support services to the Early Years (EY)
\xe2\x97\x8f Respond and attend to student and teacher inquiries related to Early Years issues; serve as a liaison with other
departments to ensure the smooth running of the day-to-day operation in the Early Years
\xe2\x97\x8f Parent liaison i.e. enrolments, field parent calls, take and pass on messages with regards to pick-up etc
\xe2\x97\x8f Assist with distribution of parental letters and information and internal communications pertaining to Early Years,
prepare and distribute Early Years notices, letters to parents etc
\xe2\x97\x8f Meet and greet prospective families and other visitors to the Early Years
\xe2\x97\x8f Administrative duties (e,g. assist in co-ordination and printing of student reports)
\xe2\x97\x8f Coordinate requisitions and all purchasing claims; maintain accurate accounting records (e.g. for Holiday and
Extended Care)
\xe2\x97\x8f Maintain supplies as required, (e.g. teaching, general and stationary resources)
\xe2\x97\x8f Maintain set of accurate class lists
\xe2\x97\x8f Prepare and assist in coordination of special Early Years events e.g. Celebration of Learning, Family Days,
Curriculum and Meet the Staff Evenings
\xe2\x97\x8f Manage Manager\'s calendar and schedules, screening callers and arranging appointments, meetings, as directed,
maintain enrolment appointments, manage files and follow up on student start date with the Early Years
Leadership Team (EYLT).
\xe2\x97\x8f Assist Managers with publications and presentations, if required
\xe2\x97\x8f Attend staff meetings as required
\xe2\x97\x8f Arrange catering for specific Early Years events, team meetings, PD workshops as required
\xe2\x97\x8f Attend scheduled meetings, briefings, PD and training sessions
\xe2\x97\x8f Provide support to members of the team, as directed by ManagersPage 1 of 2 FormThe job holder\'s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he
is responsible, or with who, s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita
Safeguarding; Child Protection Policy and Procedures at all time. If in the course of carrying out the duties of the role, the
job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home,
s/he must report any concerns to the School\'s Child Protection Officer/Designated Safeguarding Lead or to the Head or
indeed to the Regional CEO so that a referral can be made accordingly to the relevant third-party services.
Position Requirements

• Attention to detail
• Ability to work independently
• Communicate effectively with internal and external stakeholders
• Front-desk associate
• Work in a flexible and dynamic environment that places children\'s needs at the centre

Qualifications
\xe2\x97\x8f The successful candidate will have experience in administration, preferably in an educational setting
\xe2\x97\x8f The candidate must have experience with Microsoft Office and equivalent Google suite apps.
\xe2\x97\x8f A passion for working with young children in an Early Childhood setting is preferred
\xe2\x97\x8f The ability to communicate effectively with preschool children
\xe2\x97\x8f Minimum A\' Level/Diploma
\xe2\x97\x8f Timetabling/Scheduling skills
Contacts
\xe2\x97\x8f The Early Years Leadership Team (Head of Early Years, Deputy Head of Early Years and Assistant Heads of Early
Years)
\xe2\x97\x8f Staff of Early Years
\xe2\x97\x8f External Stakeholders (parents, potential clients, interview candidates, visitors, suppliers, etc)
\xe2\x97\x8f Internal Stakeholders (staff, children, vendors, etc)
Working Conditions
\xe2\x97\x8f Located at Lorong Chuan
\xe2\x97\x8f Indoor and reception setting
Terms of Employment
\xe2\x97\x8f Working Hours: 8:00 am - 5.00pm, Monday to Friday
\xe2\x97\x8f Annual Leaves - 21 days per annum
\xe2\x97\x8f Medical Benefits: Group medical insurance
\xe2\x97\x8f Sick Leave/Hospitalisation Leave: 60 days hospitalisation leave including 14 days sick leave

Australian International School