Administrator & PA to Principal Sha Tin Junior School

• 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.

• Act as the Petty cash custodian keep the funds and supporting documents in a safe location. Issue the purchase requisition form and ensure all the petty cash purchases and staff reimbursement are pre- approved by the Principal and Manager - HR and Finance
• Support the month-end closing and follow the schools accounting and procurement processes and maintain the Fixed Asset and Non-asset Registers
• Track and manage attendance registration for teaching staff within the system
• Support the HR and Finance Manager in addressing HR inquiries from various parties
• Support the HR and Finance Manager with payroll processes including updating ENET inputting and checking timesheets for EAs casual staff and any overtime for site staff
• 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 Manager

• School Daily Registration for Students with the office manager and the office admin assistant.
• Manages annual declarations for all staff members including School Council members and supply staff
• Oversee school council responsibilities including issuing letters of appointment and election documents etc.
• Oversee the life pass system/MTR system including staff and student registers and assign lift buddies to students
• Collaborate with other administrators to arrange business travel coordinate meetings track expenses and petty cash arrangements
• Liaise with the school bus service and communicate effectively with parents
• Assist with the school events and ensure the smooth operation such as the Music and Speech Festival
• Maintain organised filing systems and stock levels of stationery snacks and cleaning consumables
• Follow all administrative processes and systems within the school ensuring accurate record-keeping and adherence to policies
• Collaborate with the HR and Finance Manager to issue the purchase requisition form to staff and prepare the appropriate paperwork for visitors
• Operate the reception desk handling walk-in telephone and email inquiries with professionalism and efficiency
• Support 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