Administrator & PA to Principal Sha Tin Junior School
Administrator & PA to Principal Sha Tin Junior School
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Job Description
Personal Assistant
- Provides secretarial and administrative support (e.g. Filing diary management taking minutes typing complex and routine correspondence from rough draft handwritten notes machine dictation or general verbal instructions)
- Answers telephone calls distributes messages handles enquiries and follows up
- Arranges schedules and attends council or committee meetings
- Arranges venues for meetings informs members of the agenda of meetings and takes and transcribes minutes of meetings
- Makes catering arrangements for functions and meetings when required
Reception and administrative
- Follow all administrative processes and systems within the school ensuring accurate record-keeping and adherence to policies
- Oversee the life pass system/MTR system including staff and student registers and assign lift buddies to students
- Track and manage attendance registration for teaching staff within the system
- Operate the reception desk handling walk-in telephone and email inquiries with professionalism and efficiency
- Liaise with the school bus service and communicate effectively with parents
- Collaborate with other administrators to arrange business travel coordinate meetings track expenses and petty cash arrangements
- Update and manage the ENet and timesheet system as required
- Assist with the school events and ensure the smooth operation such as the Music and Speech Festival
- Collaborate with the HR and Finance Manager to issue the purchase requisition form to staff and prepare the appropriate paperwork for visitors
- Maintain stock levels of stationery snacks and cleaning consumables
- Follow the schools accounting and procurement processes and maintain the Fixed Asset and Non-asset Registers
- Maintain organised filing systems
- Prepare reports and information as required by the Principal teaching staff HR and Finance Manager or Office Manager
- Perform any other duties as and when assigned by the Principal teaching staff HR and Finance Manager or Office ManagerSupport the Principal HR and Finance Manager Office Manager or teaching staff in preparing materials such as parent communications labels and information packs.
Requirements
- Relevant experience in an administrative / reception roles
- Competent PC skills with proficiency in MS Excel MS Word and Google docs/sheets/forms/slides
- Excellent interpersonal communication and organizational skills
- Ability to be flexible prioritise workload work independently and use initiative
- A friendly manner in relation to staff and students is essential
- To adapt to changing situations and keen to learn new skills
- Fluent English Cantonese and Mandarin would be an advantage
- Previous experience in a school would be an advantage
For enquiries please contact Rehana Shanks ator .
Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date.
By applying for this position your application may be considered for other opportunities (senior-level roles head of department etc.) within ESF.
ESF is an Equal Opportunities Employer
The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age race colour gender marital status sexual orientation gender identity pregnancy national origin religion veteran status physical or mental disability genetic information creed citizenship or any other status protected by local laws or regulations.
Personal data provided by job applicants will be used strictly in accordance with the ESFs Personal Data Policy a copy of which will be provided upon request.
ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment. We adhere to rigorous recruitment practices with all appointments contingent upon an interview identity verification criminal background checks (including ICPC SCRC and other international background checks as appropriate) assessment of social media presence and positive references.
In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines ESF may perform online checks for all shortlisted candidates prior to the interview.
supportstaff
SupportStaffFinAcAd
Required Experience:
Staff IC
Employment Type
Full-Time
