Assistant Secretary Examinations Administrator (Secondary) Discovery College

Discovery College is searching for a Assistant Secretary / Examinations Administrator (Secondary). The ideal candidate would provide a full range of secretarial and administrative support to Secondary Leadership team.

Job Summary

Key Responsibilities

Administrative Coordination & Leadership Support

Provide a full range of secretarial and administrative support to the Secondary Leadership Team working under the direction of the Head of Secondary or their delegate to ensure office coherence and administrative consistency efficiency and adherence to school-wide practices.
Act as a communications conduit for the Secondary Office supporting the PA as an initial host for visitors and managing enquiries with professionalism and confidentiality.
Assist with staffing-related processes including recruitment logistics correspondence and the coordination of interview schedules for new appointments.
Support the preparation and maintenance of documents meeting papers and reports accurately and promptly in accordance with ESF style and formatting standards.
Ensure strict compliance with ESF safeguarding and child protection standards in all interactions with students staff and external invigilators. (not sure where else this would be placed).
Answering telephone calls and distributing messages
Perform general office administration and reprographic work (Photocopying binding etc)

Operations & Supply / Cover Staffing

Administer and manage time-critical tasks independently specifically the Daily Teacher Supply System for Secondary to ensure all classes are appropriately covered each morning.
Adhere to the offset work schedule (early start and corresponding early finish) to ensure Teacher Supply is arranged in good time.
Support facility planning and operational logistics to maintain the daily functioning of the Secondary School.
Organise venues refreshments and catering for meetings and functions as required.

Examinations Administration

Administer the full cycle of IBDP exams including scheduling candidate registration data entry and the booking of invigilators.
Administer operational and rooming logistics for events e.g. exam accommodations etc.
Utilise IB specific systems including IBIS (International Baccalaureate Information System) and My IB to manage assessment data and maintain compliance.
Manage the recruitment and briefing of external invigilators ensuring all interactions meet school safeguarding standards.
Perform detailed data handling and analysis to support curriculum areas and the processing of examination results.
Perform other duties and assumes accountabilities as apparent or as delegated including mutually agreed upon objectives

This position follows a 5-day work week schedule across the year including school holiday periods and the entitlement of annual leave. It also features offset hours so that Teacher Supply can be arranged in good time each morning with a corresponding early finish each afternoon.

Minimum typical education:

• Form 6 or above
• Secretarial or Office Administration course or equivalent

Minimum typical experience:

• 3-4 of years secretarial or administrative support experience
• Previously working in a school would be an advantage

Core Professional/Technical Competencies required:

• Proficiency in MS Word Excel Google Workspace (Docs sheets forms slides) and Other Microsoft applications
• Ability to compose routine letters following established standards
• Applies competent office administration skills
• Excellent interpersonal & organisational skills
• Fluency in oral and written English and knowledge of Cantonese is desirable

• Excellent communication and interpersonal skills
• Proactive and customer-oriented
• Planning & Organisational Skills
• Able to contribute to a team and work independently
• Able to follow up consistently

Applicants must be a permanent Hong Kong resident or possess a valid visa to work in Hong Kong.

For enquiries please contact Rashmi Tandon at .

Click here for more details about the role

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 opportunity. 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.

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