Purpose of Job:
-The job holder will be responsible for handling a wide range of tasks to ensure efficient and effective operations.
-Work with the Early Years Phase Lead and Chinese Principal on aspects of administrative and operational management.
-To act as the first point of contact for visitors and callers and liaise with external and internal contacts such as suppliers, parents, other departments etc.
-Maintain a high level of integrity and where appropriate, confidentiality.
-To undertake a range of other administrative tasks as identified by the Early Years Phase Lead and Chinese Principal.
Duties and Responsibilities:
Key Areas of Accountability
Reception
-Act as the initial point of contact, provide general support, answer and deal with all inquiries; liaising or directing to appropriate person/department when needed.
-Employ a personable and professional manner in all dealings with staff, students,visitors, and external contacts whether in person, by phone or email etc.
-Ensure appropriate use of tact, discretion, and confidentiality as and when required.
Secretarial
-Organize and schedule appointments.
-Compile meeting agendas, take detailed minutes, translate documents, etc.
-Carry out administrative duties such as filing, typing, copying, binding,scanning etc.
-Provide coordination for external agencies and liaise between departments/clients as required.
-Update and maintain office policies and procedures
-Represent the Harrow brand in all dealings and communicate with external partners including but not limited to parents, suppliers, and business partners etc.
-Ensure operation of equipment by completing or arranging for routine preventive maintenance, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
-Maintain supply inventory by checking stock to determine inventory level anticipating needed supplies, placing, and expediting orders for supplies.
-Provide support during admission and marketing events etc.
-Make travel and event arrangements and required.
Key performance indicators for this position
(KPIs):
-Efficiency
-Effectiveness
-Communication
-Interpersonal skills
-Problem solving
-Punctuality
-Teamwork and collaboration
-Adaptability
-Work ethic
-Project management
-Feedback from all stakeholders
-Evaluation of Chinese Principal and Early Years Phase Lead.
Requirements:
Education, training, and qualifications
-Bachelor’s degree or above.
-English,secretarial, management and other related majors.
-Excellent English listening, speaking, reading, and writing skills.
Knowledge and experience-Proven experience in a similar administrative capacity (at least 3 years successful experience in a comparable role).
-Experience of managing and maintaining accurate records and filing systems.
-Experience of working in a school environment.
-Excellent communication capability, strong sense of responsibility.
-Excellent professionalism and ability to deal with all stakeholders.
-Knowledge of office management systems and procedures.
-Working knowledge of office equipment such as printers and computers etc.
-Proficiency in MS Office, MS Excel, and MS PowerPoint.
-Attention to detail, adaptability, and problem-solving skills.
-Strong organisational and time management skills.