Administrative Assistant German Section
GESS, Singapore
Experience
1 Year
Salary
0 - 0
Job Type
Job Shift
Job Category
Traveling
No
Career Level
Telecommute
No
Qualification
As mentioned in job details
Total Vacancies
1 Job
Posted on
Nov 8, 2023
Last Date
Dec 8, 2023
Location(s)
Job Description
Currently, more than 1800 students are learning at GESS supported by more than 400 full time and part time academic and administrative staff members. In August 2018 GESS moved to Dairy Farm Road to a modern new school campus located at the edge of Singapore’s largest nature reserve.
The Administrative Assistant reports to the Director/s of Section and is responsible for supporting the section leadership team. They are accountable for the day-to-day administrative tasks required to effectively run the department. This includes filtering and answering emails, phone calls, scheduling meetings, and working on projects that support the development of the department.Key Accountabilities
The Administrative Assistant reports to the Director/s of Section and is responsible for supporting the section leadership team. They are accountable for the day-to-day administrative tasks required to effectively run the department. This includes filtering and answering emails, phone calls, scheduling meetings, and working on projects that support the development of the department.Key Accountabilities
- Communication
- Prepare, review and/or write letters, and send references, e-mails, minutes, and other external internal or external communication as requested
- Minute departmental, staff, parent and parent representative meetings
- Proof-read and fact-check letters and documents
- Answer/make phone calls as per request
- Translate documents and texts for internal and external communication from English to German and vice versa
- Collate ebrief submissions from teachers and finalise ebrief
- Maintain departmental staff lists, incl. mailing lists
- Communicate with parents via email and phone
- Managing of contacts and appointments
- Maintain daily calendar amp; key date calendar for Directors and leadership team
- Maintain departmental calendars (Outlook)
- Enter departmental events into GESS public web calendar
- Contribute to setting up school calendars and school holidays in advance
- Support of internal and external events
- Organise conferences, events and meetings as requested
- Liaise with GESS administrative departments (events, IT, facilities) and oversee event planning as requested
- Prepare power point presentations as requested
- Book of professional development courses and travel
- Support Directors of Section in various business functions outside GESS
- Data and system management
- Research, collate and record strategic data and information
- Collate data for internal and external evaluation processes
- File student digital reports/communication on the school’s SMS (Student Management System)
- Support the setup and function of the school’s LMS (Learning Management System)
- Setup, organise and coordinate academic resources such as digital or paper based assessments, academic data analysis tools, etc
- Effectively manage and create content in Sharepoint and shared file systems
- Organize, print, double-check and file and send student references
- Update teacher and student/parent handbooks
- Create and communicate other relevant documents as requested
- Managing new job applications
- Organize applications for teaching positions as provided from HR
- Arrange for interviews with candidates
- Maintain documentation of references, interview notes, appraisals of staff with HR and Directors
- Organising documents
- Locate, update, collate and send student reports and reference documents to other schools, as requested
- File correspondence with external bodies or individuals as requested
- File minutes of departmental meetings, team meetings
- File other relevant documents as requested
- Others
- German Section eBook license management and allocation
- Other tasks or duties as agreed with the Directors of Section
- Strong interpersonal skills
- Tech-savvy and experienced with word processing and email programmes
- Active listening and good communication skills
- Proactive approach to problem-solving
- Ability to multitask
- Strong time-management and organization skills
- Excellent English and German language to liaising with German stakeholders
- Knowledge in German School systems is a bonus
Job Specification
Job Rewards and Benefits
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