JOB FAMILY – Administration and Operations

JOB FAMILY – Administration and Operations
Job Name
PA to Head of Primary
Job Code
Job Summary
To support the Head of Primary and Primary Leadership Team
(PLT) in the fulfillment and execution of duties. The PA will
assist the PLT to ensure the smooth establishment and running
of the school. The role will entail a high degree of independent
work that will require setting goals and tasks that will be
approved and confirmed by the Head of Primary.
Main Accountabilities
The PA will often be the Head of Primary’s first point of contact
with people from inside and outside the school. Typical work
activities include:
• General clerical work – typing, email, filing
• Timetabling
• Coordinating Head of Primary’s schedule – arranging
meetings, managing diary
• Student enrolments – assisting with adverting, assessing
and enrolment of students
• Staffing matters including appointments – contracts,
correspondence, interview schedules
• Working closely with ESF Centre in relation to property,
finance, policy, HR and enrolment matters
• Community liaison – meetings, newsletters (hard and soft)
• School Council business – meetings, liaison, minutes,
agendas
• MAZE database – entering school information on MAZE
• Financial matters relating to the new campus
• Procurement and resourcing
• Facility planning
• Liaison with contractors and consultants
• Research
• Attendance at meetings
• Communication with stakeholders
• Screening telephone calls, enquiries and requests, and
handling them when appropriate
• Welcoming and looking after visitors
• Organising and maintaining diaries and making
appointments
• Dealing with incoming email, faxes and post
• Dealing with correspondence, writing letters and taking
dictation and minutes
• Producing documents, briefing papers, reports and
presentations
•
•
•
•
•
•
•
Typical reporting
relationship
Minimum typical
education
Minimum typical
experience
Core Professional /
Technical
Competencies required
Core Soft /
Transferable
Competencies required
Carrying out background research and presenting findings
Organising and attending meetings, and ensuring the Head
of Primary is well-prepared
Liaising with parents, suppliers and other staff
Standing in for the Head of Primary and making decisions
where appropriate
Devising and maintaining office systems to deal efficiently
with paper flow
Organising and storing information in both hard and soft
copies
Any other tasks as negotiated with the Head of Primary
Head of Primary
Tertiary education in Secretarial or Office Administration course
or equivalent
3-4 years secretarial or administrative support experience
Abilities
• Proficiency in MS Word, Excel and Other Microsoft
Applications
• Ability to compose routine letters following established
standards
• Fluency in oral, written English, Cantonese (desirable)
• Applies competent office administration skills
• Excellent interpersonal skills
• Excellent organisational skills
Knowledge
• Applies good understanding of the school’s or department’s
major functions, work methods and procedures and their
interrelation with other department’s responsibilities and
activities
• Applies basic knowledge of ESF’s organisation and
familiarity with key personnel
•
Excellent communication and interpersonal skills
•
Proactive and customer oriented
•
Attentive to Detail
•
Tolerance for Stress
•
Planning & Organisational Skills
•
Follow-up
•
Able to contribute to a team and work independently
•
Creative and imaginative thinker, problem solver, flexible,
capable of considering different perspectives
•
Understands that the student/teacher relationship is one of
mutual respect
Note: This position follows a 5-day work week schedule across the year, including school
holiday periods, with the entitlement of annual leave.