Office Administrator cum Librarian

I - Office Administrator
a. Uniform
- Assist selling uniform
- Control the uniform stock In and Out Form
- Carry out periodical uniform inventory and prepare uniform order
- Prepare monthly uniform report
b. Meal Service
- Send Menu to parents
- Send confirmed number of students weekly to the Caterer
- Check and confirm Monthly Meal Report
c. Student's Insurance
- Manage students' insurance record
- Provide information / regular report of students' movement to insurance authority.
- Follow up with insurance authority for issuance of cards and fees payment.
d. Students' English reports and attendance
- Prepare English Report Card termly and provide translation service from English to Vietnamese if needed
- Send English Report Cards to Class Teachers and filing.
e. Attendance Report for staff
- Collect staff's leave form monthly
- Prepare Student Attendance books for Class Teachers and subject Teachers
- Calculate teaching hours (attendance) for part-time teachers monthly to send to Office Manager for final reports to HR.
f. Stationery / materials
- Receive order from teachers / staff
- Contact vendors to order
- Control the stationery budget
g. Provide translation service
- Translate verbally when being required for meetings by Principal
- Support translating during meeting between foreign parents and class teachers
- Translate newsletter monthly and termly (if required)
- Other translation when required
h. Other Duties
- Assist with Enrolment / Cashier when needed
- Assist school events
- Assist with purchasing teaching materials for teachers and stuff for school events
- Assist going to other government offices to submit documents when required
- Make photocopy of letters, newsletters and documents
- Take photos of events / activities in school
- Replace other administrative staff in case of their absence
- Support Human Resources Department to submit documents to Labour Department / Immigration / Department of Justice for Work Permit, Visa, Temporary Residence Card application and other administrative matters assigned by Human Resources Department.
II - Librarian
a. Library Responsibilities
- Process borrowing and returning of all library resources.
- Properly shelve all library materials.
- Cover books with protective plastic.
- Catalogue new resources by entering them into the computer system.
- Receive application and grants library cards.
- Instruct students and others in library use
- Issue overdue notices and collects all books.
- Conduct full stock take twice a year and student books quarterly.
- Keep all records for receiving and delivering book.
- Repair damaged books.
- Assist with library timetable for class usage.
- Inform Principal / Administrator any loss of books by students and staff.
- Work with teachers and students to maintain an orderly atmosphere.
- Maintain a tranquil library environment by reinforcing basic library behavior rules.
- Reinforce the rule of no children in the library without teacher.
- Keep work areas and library neat.
- Decorate the library and maintain all boards.
- Assist teachers and students find resources in the library.
b. Supervise students during reading time
- Control and supervise students during reading time with teacher-in-charge when they have reading periods in the Library.
c. Other duties
- Attend library training course when required / assigned by Principal
- Others tasks assigned related to Librarian
- Assist full time with administration and enrolment when school is closed for summer / break.
- Organize special exhibits and other school activities.
- Prepare notice boards and backdrops for concerts and school activities.