Office Assistant Manager

The Office Assistant Manager for Principal’s Office is responsible to manage the office of the Principal, and to be a Personal Assistant to the Principal. The Office of the Principal manages much of the day-to-day public interaction with the school. This includes receptionist, the two academic section secretaries who interact with parents, teacher and students on a daily basis, as well as the nurse, and reprographics staff. This team works seamlessly in the background to interface between the public and the school.

KEY RESULTS AREAS/ RESPONSIBILITIES

Personal Assistant to the Principal

• Manage calendar of appointments for the Principal.

• Compose and prepare correspondence on behalf of the Principal including those of confidential nature.

• Arrange travel plans, itineraries and agendas, and compiling documents for travel-related meetings.

• Liaise and communicate with Heads of School and other members of the school community, ensuring Principal’s messages and meetings are communicated in a timely manner.

• Provide a bridge for smooth communication between the Principal and internal departments, demonstrating leadership to maintain credibility, trust and support with senior leadership team.

• Manage correspondence to ensure that the Principal is aware of all relevant correspondence upon receipt.

• Contribution to an efficient and effective daily work schedule and time saving work schedule for the Principal.

• Take minutes, Co-ordinate and compiles papers for Board of Governance (BOG) meetings.

• Compose memos and presentations as per Principal’s instructions.

• Ensures proper documentation maintenance and filing systems.

• Assist the Principal in overseas recruitments (academic staff), contacting referees and potential candidates for phone/online interviews with the Principal.

• Maintain and manage positive relationships with parents/teachers/colleagues within the school community.

Interaction with Government departments

Ministry of Education

• school license update and renewal
• coordinating survey and census forms, which happen multiple times a year (e.g. SMIPS)
• coordinate MoE inspections, such as the 5 Star visits
• Managing information from the MoE

Ministry of Immigration

• License for student visa, update and renewal

Ministry of Home Affairs

• License for student visa, update and renewal of license

Office Assistant Manager of the Principal’s Office

The Principal’s Office team currently ( consists of 3 members of staff: Main Receptionist, Reprographics). The members of this team are mainly on the front line in terms of parent, visitor, staff and student exposure. Therefore their presence and performance is key to the external perceptions of the school. This team of people are key to the successful day to day operation of the school.

● Management and Supervision of the staff within the Principal’s Office.

Supervision and coordinating the duties of the team to ensure the efficient back office operations.

Appraisal - manage the appraisal process for the team. Taking contributions and comments from key academic staff to contribute to the appraisal process, review meetings and moderation meetings with the Principal.

Mentoring and coaching team members to improve performance.

Training advice and first stage approval for professional development opportunities.

Leave approval and management, and arrangement of relief to ensure smooth and efficient operations.

Receptionist: managing their workload and tasks.

● Coordinating VIP visitors to the school

Managing security passes, parking and well-being of visitors including food arrangements (menu, and ordering from internal and external suppliers)

Coordinating external school groups visits to the school. These are mainly groups of teachers/school leaders from both Malaysian and overseas schools.

● Whole School events

Coordinate the many cultural celebrations the school has each year. This includes decoration, invitations, music, and publicity surrounding each event - CNY, Raya and Deepavali

Communication with all staff about school events.

Booking of facilities and manpower needs for school events.

Managing VIP e-Wallet cards, so that visitors can eat in the school cafeteria.

Managing and coordinating the activities mobile phones, used for single- access communication for school trips and visits.

Collecting information for the whole school calendar, and making additions/amendments to the online calendar.

Generating reports and date from Engage, the school MIS.

Providing support on matters outside the routine scope of duties when required.

JOB SPECIFICATIONS

• Possess a Private Secretary’s Certificate / Diploma in Secretarial Science or similar relevant qualifications.

• Minimum 5-6 years relevant working experience as a Secretary or Personal Assistant to senior management positions, preferably in the education industry.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

• Excellent planning and organizing skills
• Able to multi task and work under pressure
• Excellent command of spoken and written English
• Computer literate

COMPETENCIES (BEHAVIOURAL)

• People oriented with warm and cheerful personality
• Positive attitude, hardworking, trustworthy, matured and able to maintain confidentiality at all times
• A good team player