Job Description

UWCSEA East has a temporary opportunity for a Primary School Secretary to join as soon as possible for a period of 2 - 3 months.

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

The successful candidate will:

• Support the Principal and Vice-Principals in their work,
• Contribute to the smooth running of an operationally and functionally efficient Primary School Office.
• Join a positive and collaborative team to provide effective administrative support for Primary School colleagues.

When applying, please explain clearly how the knowledge, skills and experience that you bring would help you to succeed in this important role. Please fill in your full employment history and academic qualifications when submitting your application form via our . The portal does not support any attachment of resumes.

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 the Primary School 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

• Minimum Diploma holder.
• At least 3 years of secretarial and administrative experience that demonstrates initiative, organisation and attention to detail.
• Experience of working in a school or educational setting is desirable.
• Excellent interpersonal skills and the ability to relate well to people on all levels.
• Discreet and able to handle work of a highly confidential nature.
• Diplomacy when working with a wide range of staff, students and parents
• Good command of the English Language.
• Excellent written and spoken communication skills; the ability to articulate and communicate clearly in a professional manner is essential.
• A team player with positive working attitude, willing to work as part of a wider administration team
• Flexible, and able to think on your feet, work on own initiative.
• Organised and able to prioritise and meet deadlines.
• Forward thinking and solution focused.
• Willing to be flexible and pragmatic when things change, staying calm under pressure.
• Able to interact with Chinese families. Knowledge of conversational Chinese is desirable.
• Considerate and professional in all communications.
• Proficient in standard office applications with a proven working knowledge of the Google suite of tools, the Mac platform and collaborative softwares.

Applications

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