Administrative Support Officer

The Services required are set out as follows:

Provide front-line reception and general administrative support to ensure efficient daily operations and effective service to staff, students, parents and visitors.

Scope of services includes:

• Reception and Frontline Support

o handle incoming phone calls and walk-in enquiries; take messages and escalate as needed.

o Assist with the management of routine messages, requests and follow-up matters.

• Student and General Administration:

o Attend to student/staff enquiries and support Year Heads with attendance and student-related administrative matters.

o Maintain records for loan items (uniforms, blazers, etc.) and manage incoming mail and distribution.

• Inventory and Storeroom Administration

• Administrative and Data Support

o Provide general administrative support to School Leaders/Admin Managers as required.

o Collate information and data from various sources for administrative and operational purposes.

o Prepare basic charts, tables and summaries in Microsoft Excel when required.

o Assist in the preparation of administrative reports, statistics and presentation materials.

• Examination and Assessment Administration

o Assist with the collation and checking of student attendance and examination-related records.

o Assist with other examination-related administrative and logistical arrangements as assigned

• School Operations and Event Support o Assist with administrative and logistical arrangements for school programmes, activities and events.

o Prepare and put up relevant signages, posters, notices and directional materials.

o Assist in the preparation, distribution and collection of materials for school activities.

• Other duties: perform additional administrative tasks as assigned by School Leaders and Administration Managers.

The Personnel shall minimally have the following qualification:

• GCE O-Level or Nitec certification

The Personnel should preferably have the following skills and experience:

• Good communication and interpersonal skills, with a service-oriented and approachable manner.

• Organised, meticulous and able to maintain accurate records.

• Able to manage multiple routine tasks and prioritise work effectively.

• Proficient in MS Office, particularly Word and Excel; basic skills in preparing posters/signages would be an advantage.

• Able to work independently while also collaborating effectively with staff across the College.

• Demonstrates initiative, responsiveness and discretion when handling information.

• Comfortable interacting with students, staff, parents and members of the public.

• Previous administrative/reception experience; preferably in a school setting.