Administration Manager and Executive Secretary

Position Objective:



The Administration Manager & Executive Secretary oversees the administrative support team and assists the Head of School and Managing Director in their activities in a confidential and efficient manner.

The Administrative Manager & Executive Secretary ensures that ISHCMC successfully delivers and extends the profile and reputation of the school to its stakeholders.

The Administrative Manager & Executive Secretary is in charge of coordinating an organization's administration system and general workflows for the administrative support team. This includes supervising staff, facilitating communication throughout a school and developing procedures to increase efficiency.



Responsibilities:



Administrative & Office Management

People Management

● Build an administrative support team culture

● Monitoring and supporting all personal assistants reception / secretarial / administrative support staff

● Provide customer service and systems training to the PA, receptionists and secretaries for the whole school

● Manage the holiday requests of reception staff to ensure that the reception is appropriately staffed during holiday periods, and peak times e.g. when examination results are released.

● Providing administrative support to staff within the school as necessary and distributing work to the reception/admin staff as necessary.

● Report updates and changes from both schools to HoS and Director of Community & Global Engagement



Community

● Ensure excellent customer service is provided to all stakeholders (parents, students, staff and community).

● Provide support to the on-going development and maintenance of information/data on the school's website, other electronic platforms and electronic communication tools, taking a leading role in named aspects.



Brilliant Basics

● Ensure the smooth running of the school offices are maintained, particularly during periods of staff absence; be responsible for the delegation of general administrative duties including word processing, photocopying and in the absence of the receptionist postal duties; be responsible for ensuring that an effective reception and switchboard service is provided.

● Ensure that the school operates appropriate safeguarding procedures for entry of visitors to the school;

● Ensure that the reception area is kept clean and tidy, with no files or stationery visible to the public, and adopting a clean desk policy at the end of the working day.



Executive Secretary to the Head of School / Managing Director

General Activities

● Maintain shared calendars: appointments, meetings, events, daily activities and transport etc

● Anticipate Head of School needs and notify responsible parties

● Arrange lunch, coffee for Head of School and visitors as requested;

● Schedule appointments for HoS e.g. exit interviews, new hire reflection and connection meetings

● Draft the team dates / calendar for HoS

● Support Admissions staff with Head of School's stamp of signature for students SOE

● Prepare surveys sent to staff, parents as assigned occasions, keep records of the survey results

● Book airlines, reserve accommodation, arrange transportation, collect necessary information and make travel packages for the travelers;

● Prepare POs, proceed reimbursement for Head of School



Communications

● Screen phone calls, enquiries and requests and handle them as appropriate;

● Deal with incoming letters, emails, faxes, and post, regular correspondence on behalf of the Head of School

● Receive, screen and classify documents before submitting them to the Head for their approval;

● Prepare meeting agenda, minutes, presentation and reports as required.

● Explain/ brief the Head of School / Managing Director with special documents and documents which are written in Vietnamese;

● Translate the Head of School communications

● Translate letters and memos in and out and interpret for non-English speaking visitors;

● Convey information from the Head of School / Managing Director to outside agencies and vice versa;

● Liaise with bodies in the school (PTO, Health and Safety Committee, Departments) and contact external organizations/ companies when requested;



Events

● Oversee the organization of events and wellbeing initiatives hosted by Head of School/ Deputy Head

● Facilitate in collaboration with the Events and Community Outreach Manager whole school meetings/ professional learning / events/ parties chaired by the Head of School

● Arrange business and non-business activities (Head, MD , Deputy Head, Visitors)

● In collaboration with the Special Projects Coordinator & Events & Community Outreach Manager be responsible for the logistical arrangements for CIS/ ECIS/ NEASC/ IB Visits;

● Prepare cards, arrange flowers, gifts for staff on their birthday, special occasions, leaving staff at the end of school year;

● Arrange logistics such as: workshop materials. organizing lunch, dinner, trips; during New Staff Orientation weeks and whole school meetings, PD days



Health & Safety / Emergency Response

● Organise the Health and Safety Committee meetings and maintain minutes and follow up actions

● Assist the Head of School / Managing Director and Deputy Head in emergency response situations;

● Maintain emergency contact information for staff, phone trees and undertake emergency phone tree testing

● Be able to use the emergency response system and auxiliary equipment (need to maintain training with the emergency system);

● Manage and distribute lanyards, badge holder for whole school



The job responsibilities are open to change based on the needs of the School and other duties as assigned by the HoS.



The job holder's responsibility for promoting and safeguarding the welfare of children and young person's for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School's Child Protection Officer/Designated Safeguarding Lead or to the Head of indeed to the Regional CEP so that a referral can be made accordingly to the relevant third part services.