Early Years Secretary

Lorong Chuan, Singapore, Singapore

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: Read and respond to all routine and non-routine correspondence; establish and maintain manual/computer filing
systems for all correspondence
Collect and distribute general mail and file for attention as appropriate
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
Provide secretarial and support services to the Early Years (EY)
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
Parent liaison i.e. enrolments, field parent calls, take and pass on messages with regards to pick-up etc
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
Meet and greet prospective families and other visitors to the Early Years
Administrative duties (e,g. assist in co-ordination and printing of student reports)
Coordinate requisitions and all purchasing claims; maintain accurate accounting records (e.g. for Holiday and
Extended Care)
Maintain supplies as required, (e.g. teaching, general and stationary resources)
Maintain set of accurate class lists
Prepare and assist in coordination of special Early Years events e.g. Celebration of Learning, Family Days,
Curriculum and Meet the Staff Evenings
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).
Assist Managers with publications and presentations, if required
Attend staff meetings as required
Arrange catering for specific Early Years events, team meetings, PD workshops as required
Attend scheduled meetings, briefings, PD and training sessions
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
The successful candidate will have experience in administration, preferably in an educational setting
The candidate must have experience with Microsoft Office and equivalent Google suite apps.
A passion for working with young children in an Early Childhood setting is preferred
The ability to communicate effectively with preschool children
Minimum A\' Level/Diploma
Timetabling/Scheduling skills
Contacts
The Early Years Leadership Team (Head of Early Years, Deputy Head of Early Years and Assistant Heads of Early
Years)
Staff of Early Years
External Stakeholders (parents, potential clients, interview candidates, visitors, suppliers, etc)
Internal Stakeholders (staff, children, vendors, etc)
Working Conditions
Located at Lorong Chuan
Indoor and reception setting
Terms of Employment
Working Hours: 8:00 am - 5.00pm, Monday to Friday
Annual Leaves - 21 days per annum
Medical Benefits: Group medical insurance
Sick Leave/Hospitalisation Leave: 60 days hospitalisation leave including 14 days sick leave

Australian International School

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Job Detail

  • Job Id
    JD1434060
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Lorong Chuan, Singapore, Singapore
  • Education
    Not mentioned