Job Description

We are looking for an exceptional and organised administrator who can play a key role providing high-level support to the Primary School Principal and leadership team.

The successful candidate will:

\xc2\xb7 Provide effective administrative support for Primary School colleagues, students and parents.

\xc2\xb7 Work collaboratively and harmoniously as a member of the Primary School (K1-G5) Grade Secretary team.

\xc2\xb7 Contribute to the smooth running of an operationally and functionally efficient Primary School Office.

\xc2\xb7 Take responsibility for supporting other members of the team where necessary; for example when colleagues are on leave.

When applying, please explain clearly how the knowledge, skills and experience that you bring would help you to succeed in this important role.

UWCSEA East Primary School is a positive and happy environment. Colleagues enjoy their work and want to do their best for our students at all times.

Everyone works hard, and anyone joining the school should expect to do so. There\xe2\x80\x99s a strong sense of community as we aim to live our mission and . We also aim to look after our staff. We provide excellent professional learning opportunities and are committed to staff development and supporting staff wellbeing.

By applying for this job, you are committed to meet the vaccination requirement by the Singapore Government. You may refer to for the latest requirement.

Main Responsibilities

The role of Grade Secretary in Primary School includes (but is not limited to) the following more specific responsibilities:

• \xe2\x80\x9cFront desk\xe2\x80\x9d service and communications for Primary School students and parents.
• Provide secretarial and administrative support to the Principal, Vice-Principal, Heads of Grade and Teachers.
• Manage and oversee the Vice- Principal\xe2\x80\x99s diary; supervising appointments and schedules efficiently to ensure her time is used in the most effective way.
• Plan, organise and assist in all preparations for meetings/conferences/staff events, both inside and outside school, occasionally in the evening.
• Devise and plan workflow with the Primary School secretaries, ensuring that routines and projects are managed in a timely and efficient manner, with a proactive lens.
• Monitor and track reports for student leavers or transfer to other Schools.
• Create, maintain and update confidential staff and student files/ records.
• Ensure all reporting guidelines and timelines are updated and adhered to in line with other grade secretaries and PLT and entered into the system.
• Support other Primary School secretaries with answering phone calls, taking messages and responding to emails received through the Infant/ Junior School mailboxes.
• Implementation of all Primary School standard operating procedures linked to daily administration of the grade (such as attendance and latecomers records, publishing of student progress reports, missing items, etc).
• Responsible for the use, updating and maintenance of relevant parts of the school\'s information management systems.
• Data entry onto the college database.
• Collaborate with the Admissions Department on new arrivals, organising information/resources for new students and their families orientation.
• Maintaining absolute confidentiality in all aspects of work.
• Participate in training, other learning activities and performance development as required.
• Attend and participate in meetings and school events as required.
• Any other duties commensurate with the duties/responsibilities/grade of the post.

All staff in school will be expected to accept reasonable flexibility in working arrangements and the allocation of duties in line with our collaborative approach to best serve the needs of our students and wider community.

Person Specifications

Qualifications

\xc2\xb7 Minimum Diploma holder.

Experience

\xc2\xb7 At least 3 years of secretarial and administrative experience that demonstrates initiative, organisation and attention to detail.

Skills & Qualities

\xc2\xb7 Experience of working in a school or educational setting is desirable.

\xc2\xb7 Excellent interpersonal skills and the ability to relate well to people on all levels.

\xc2\xb7 Discreet and able to handle work of a highly confidential nature.

\xc2\xb7 Diplomacy when working with a wide range of staff, students and parents

\xc2\xb7 Good command of the English Language.

\xc2\xb7 Excellent written and spoken communication skills; the ability to articulate and communicate clearly in a professional manner is essential.

\xc2\xb7 A team player with positive working attitude, willing to work as part of a wider administration team

\xc2\xb7 Flexible, and able to think on your feet, work on own initiative.

\xc2\xb7 Organised and able to prioritise and meet deadlines.

\xc2\xb7 Forward thinking and solution focused.

\xc2\xb7 Willing to be flexible and pragmatic when things change, staying calm under pressure.

\xc2\xb7 Able to interact with Chinese families. Knowledge of conversational Chinese is desirable.

\xc2\xb7 Considerate and professional in all communications.

\xc2\xb7 Proficient in standard office applications with a proven working knowledge of the Google suite of tools, the Mac platform and collaborative softwares.

Application

UWCSEA welcomes applications from all qualified candidates.

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 is an equal opportunity employer, and welcomes applications from those who wish to join a community which is inclusive, and which celebrates diversity.

UWCSEA