Assistant Admin Executive

JOB SUMMARY

The role holder is responsible for providing day-to-day administrative and operational support to ensure the smooth and efficient operation of the school.

KEY RESPONSIBILITIES

Functional

• Provide general administrative and operational support for the day-to-day running of the school.
• Coordinate the purchase, receipt, dispatch, and delivery of goods and services, and update the relevant records and systems accordingly.
• Assist with procurement activities, including obtaining quotations, preparing supporting documents, coordinating with suppliers, and following up on deliveries.
• Maintain accurate administrative records, documents, files, and supporting documentation for operational and audit purposes.
• Support and coordinate administrative tasks with other Admin staff to ensure that duties are completed accurately and within the required timelines.
• Assist with staff administrative matters, including the coordination of relief staff, attendance and leave documentation, and other personnel-related administration, in coordination with HR where applicable.
• Assist in coordinating vendors and service providers, including workshops, canteen operators, contractors, and other external parties, as required.
• Support the smooth operation of the Front Office and attend to general enquiries from staff, parents, students, visitors, and external parties where required.
• Prepare routine correspondence, letters, memoranda, reports, and other administrative documents.
• Provide word-processing, data-entry, filing, and general secretarial support.
• Assist with administrative and logistical arrangements for school activities, meetings, events, and other programmes as required.
• Ensure that school administrative records and documentation are properly maintained and readily available when required.
• Comply with the Company's policies, procedures, and applicable school requirements.

People Interaction

• Liaise professionally with staff, parents, students, suppliers, vendors, and other external parties on administrative and operational matters.
• Respond to general enquiries and coordinate with the relevant department or personnel for matters requiring further action.
• Maintain professional, courteous, and effective communication with all internal and external stakeholders.

Child Protection & Safeguarding

• Safety: Maintain awareness of student safety within the school environment and comply with the school's safety and emergency procedures.
• Student Well-being: Remain alert to signs or concerns that may affect a student's safety, welfare, or well-being.
• Reporting: Promptly report any safeguarding or child protection concerns through the school's established reporting and escalation procedures.
• Training: Complete all required safeguarding and child protection training and remain familiar with the school's applicable policies and procedures.

Confidentiality & Data Protection

• Maintain strict confidentiality of employee, student, parent, and school information.
• Handle personal and sensitive information responsibly and disclose such information only to authorised persons or where required by law or Company policy.
• Ensure that documents and records under the role holder's responsibility are properly maintained, stored, and secured.

Other Duties

Perform any other duties assigned by the Reporting Manager or School Management that are reasonably within the scope of the role and commensurate with the employee's skills and experience.