Administrative Assistant

Administrative Assistant

Department: Administration

Start work: Immediately

Summary:

The Administrative Assistant reports directly to the Administrative Manager and is part of the Administration team responsible for supporting music, school catering, events, and wider administrative operations. The role ensures that administrative processes, Individual Music Lesson arrangements, catering provision, special dietary requirements, and event coordination are managed efficiently, accurately and in accordance with school procedures.

Key responsibilities

Music Administration

• Arrange and manage Individual Music Lesson timetables, ensuring they align with teacher and student availability and the school timetable.
• Monitor and update lesson timetables throughout the academic year in response to changes, cancellations, make-up lessons and individual requests.
• Support the registration and administration of Individual Music Lessons, maintaining accurate student and teacher records.
• Communicate with students, parents and Music teachers regarding lesson arrangements, timetable changes, attendance and other lesson-related matters.
• Prepare half-termly Music reports and compile relevant lesson, expenditure and payment information.
• Maintain accurate Music records, databases, registration information and administrative documentation.
• Maintain inventory records for Music equipment, instruments, sheet music and accessories.
• Coordinate the ordering and replenishment of Music resources in accordance with school procurement procedures.
• Support the development and implementation of efficient Music administrative systems and processes.
• Assist with the preparation and distribution of Music-related communications, certificates, programmes and departmental materials.
• Support the administration of teacher lesson records, attendance information and payment documentation, ensuring information is complete and submitted within the required deadlines.
• Provide administrative support for Music events and activities,
• Assist with event planning, scheduling, preparation, communication and follow-up.
• Coordinate event information and arrangements with Music staff, students, parents and other relevant departments.
• Assist with the preparation of event programmes, certificates, signage, performance schedules and other materials.
• Coordinate Music resources, equipment and other operational requirements for performances and events.
• Support administrative arrangements for Music events held outside normal school hours where required.

Catering and Canteen Operations

• Monitor daily school catering provision to ensure it meets school standards and agreed requirements.
• Liaise with catering providers regarding menus, food provision, service arrangements and operational requirements.
• Coordinate catering requests for meetings, school activities, staff functions and special events.
• Manage catering requests through the school's designated systems, ensuring arrangements are confirmed and followed up within the required deadlines.
• Monitor catering logistics, including food delivery, setup and service arrangements.
• Conduct appropriate checks of catering provision and follow up on operational issues.
• Coordinate with catering providers and relevant school departments to resolve catering concerns promptly.
• Monitoring catering services, service quality and compliance with agreed requirements.
• Maintain accurate catering records, request information and relevant operational documentation.
• Coordinate with catering providers to ensure students with allergies and special dietary requirements receive appropriate meals.
• Maintain and communicate dietary information, coordinate special meal requests with relevant staff and catering providers, and ensure meals are correctly prepared, identified and delivered in accordance with school procedures.
• Respond promptly to concerns relating to dietary requirements and escalate risks or incidents to the appropriate member of staff.
• Support the implementation of school procedures to maintain safe and appropriate food provision for students with allergies and special dietary requirements.
• Coordinate catering and operational arrangements for school events, meetings and activities, including orders, deliveries, setup and service. Liaise with relevant staff and suppliers, prepare event documentation, conduct on-site checks, follow up on issues and provide support for events outside normal school hours where required.

General Administration and Operational Support

• Respond to enquiries from staff, parents, students and external suppliers in a timely and professional manner.
• Maintain accurate and organised records, databases, directories and relevant school management information systems.
• Support the development and improvement of administrative systems and processes to enhance efficiency and service delivery.
• Coordinate accommodation and travel bookings for school activities, educational trips and Professional Development where assigned.
• Assist with routine administrative duties, special projects and operational activities across the school.
• Provide administrative cover during staff absence and periods of high workload to ensure continuity of essential services.
• Support reception and wider administrative operations when required.
• Assist with school-wide events and other operational activities as assigned.
• Maintain confidentiality when handling student, parent, staff, financial and other sensitive school information
• Carry out other reasonable duties assigned by the Administrative Manager and/or Director of Business Services.

Professional Expectations:

• educated to bachelor’s degree possess
• excellent organisational skills with an attention to detail
• possess strong time management skills and ability to multitask
• possess excellent English and Thai language skills
• able to maintain strictest confidence and integrity on all data of the school, parents and students.
• be positive, engaging and professional in manner to all staff, students, parents and visitors of the school
• be presentable both in the work and task undertaken and in their personal appearance
• have a “can-do” approach be efficient and accurate in dealing with work and duties assigned
• be flexible in approach to work and enjoy working as part of a team
• promote a favourable impression of the school at all time
• comply with the school’s policies and procedures.

Child Safeguarding:

Shrewsbury International School Bangkok City Campus is committed to safeguarding and promoting the welfare of children. All candidates are required to provide accurate and detailed information about their employment history, and the school will carry out background checks on the successful candidate to assess their suitability to work in a school.

Requirements:

• Satisfactory Thai Police Criminal Record check and background checks
• Confirmation of identity
• Satisfactory references
• Verification of qualifications and work experience

How to Apply:

Applications must complete the Shrewsbury International School Bangkok City Campus Application Form, which is available on the school website “Job Vacancies” page.

https://www.shrewsbury.ac.th/recruitment/vacancies/

The application is preferably in English so please select

Further Details: Full details of the school are available on our website at https://www.shrewsbury.ac.th/.