ADMINISTRATIVE ASSISTANT
Job Description
The Services required are set out as follows:
* Financial assistance and bursary support:
– Assist in basic clerical tasks such as checking for completeness
of supporting documents.
– Assist in financial assistance and bursary enquiries.
– Inform parents of application outcomes and distributing approval
letters to ensure timely communication with families.
– Assist in getting the endorsement for other financial assistance
and bursary applications.
* Front desk and communication services:
– Handle counter service and manage telephone enquiries,
including attending to calls at the general office, and relaying
messages to relevant personnel.
– Attend to sick / injured students.
– Contact parent and get the yellow slip signed for early dismissal.
– Mobile phone collection from students on detention.
* Data entry work:
– Perform data entry work to support various school administrative
functions.
– Assist to maintain accurate records of lost and found items,
students resting in the sick bay and early release of students.
– Update stationeries/paper inventory.
– Scan and WhatsApp the updates of late-coming students.
* Office organisation and maintenance:
– Housekeep the front desk area to ensure it remains orderly and
professional.
– Issuance and recording of uniform on loan to students and
ensure timely return in good order.
– Assist to keep the cupboards in the General Office clean and
tidy, including those for the stationeries and uniform, to maintain
an efficient working environment.
– Assist with disposal of unclaimed lost and found items.
– Assist with the spring-cleaning of the General Office during
school breaks.
* Document management and distribution:
– Distribute hardcopy mails to designated recipients in a timely
manner.
– Ensure items to be distributed are cleared and collected.
– Get GRO to sign Delivery Orders: Inform teachers of their
deliveries, assist with the filling of DO and ensure items are
correctly collected by the teachers.
– Issue Report Books to students (based on the teachers’
instructions).
Issue Graduation Certificates to graduated students.
Contact students for the ad hoc NRIC collection.
* Event and materials coordination:
– Help to pack items according to classes for distribution, whether
for school events or collaterals from HQ or external
organisations, ensuring organised and efficient distribution
processes.
* Staff administration support:
– Update staff attendance records in the General Office system to
ensure accurate personnel tracking.
– Assist with lamination and binding of documents.
– Assist to update new staff name labeling at the pigeonholes.
* General administrative duties:
– Lost and found cash is handed over to AM/AE/CSO daily.
– Perform other general administrative tasks as delegated by
school management to support the smooth operation of daily
school activities.
