School Administrative Officer

Roles & Responsibilities

The School Administration Officer (Whole School) supports the delivery of central, cross-sectional service and programme administration functions, contributing to a consistent and high-quality operational and parent experience across all sections of the school.

Working closely with School Directors, Heads of Departments, and the Head of School Services, the role provides administrative and coordination support for front-of-house services, whole-school processes, and school-wide initiatives and events. The Officer assists in maintaining organised systems, accurate records, and clear communication to ensure smooth day-to-day operations.

The role also supports the administration of whole-school educational programmes and enrichment activities. This includes assisting with scheduling, documentation, logistics coordination, and ensuring that school trips and activities are processed in accordance with established safety protocols and school policies.

In addition, the School Administration Officer supports parents and students with non-classroom enquiries, escalating more complex matters appropriately. The role contributes to service improvement by maintaining attention to detail, responsiveness, and professional communication, helping to strengthen the overall family experience across the school.

Key Accountabilities

Support for the Director and Academic Department

• Provide comprehensive administrative support to academic departments, including managing calendars, scheduling meetings, and preparing documentation.
• Assist with the preparation and dissemination of internal and external communications, such as newsletters and school-wide announcements.
• Support the organization and execution of Parent Teacher Conferences, departmental meetings, and other academic events.
• Handle minute-taking during meetings and ensure accurate documentation of discussions and decisions.
• Manage the preparation of presentations, translations, and proofreading of academic documents.
• Coordinate and manage exam registrations and invigilation processes.
• Facilitate the booking of business trips for Directors and ensure all travel arrangements are in order.

Parent and Student Support

• Act as a point of contact for parents and students, addressing inquiries related to non-classroom matters such as school portals, invoices, and ID cards.
• The role will include front desk duties, such as answering telephone calls and walk in-enquiries, on a rotational basis.
• Educate and assist parents with understanding school procedures and accessing relevant information.
• Manage and escalate complaints as necessary, ensuring resolution and customer satisfaction.
• Update and maintain the Parent Portal with accurate and current information.
• Process and manage student attendance records, early dismissals, late arrivals, and leave requests.
• Issue student and parent ID cards, lunch vouchers, and manage the lost and found items.

Project Management Support

• Provide project management support for cross-section or whole school initiatives led by School Services.

School Trips

• Support the coordination and organisation of school trips, and enrichment activities.
• Ensure all overseas trips are planned, monitored, and supported through unified safety protocols and professional risk management systems (e.g., Crisis24).

Communication and Coordination

• Facilitate effective communication between the school, parents, and students, ensuring timely and accurate dissemination of information.
• Support the coordination and organization of school events, trips, and enrichment activities.
• Collaborate with other departments to ensure smooth operational processes and adherence to school policies.

Responsibilities (Seasonal)

• Examples include but are not limited to:
• Manage re-enrolment processes, including student contracts, withdrawals, and extensions.
• Assist with grade transitions, high school exam preparations, and the coordination of internships and enrichment weeks.
• Oversee the coordination and ordering of e-books and preparation of material lists.
• Handle MOE exemptions for current students turning 7, and manage insurance and pigeon-hole allocations.

Additional responsibilities

• All other responsibilities and tasks as deemed appropriate by the line manager and functional line manager.

Knowledge and Experience

• Diploma/Bachelor’s Degree in Business Administration or Business Management
• 2-3 years proven experience working in an office environment
• Previous experience of working in a customer service role
• Cultural understanding and previous experience of working at an international organisation with stakeholders of different nationalities and cultural backgrounds
• Experience working in a school environment is an advantage

Technical and Soft Skills

• Excellent communication and inter-personal skills
• Calm and composed demeanour
• Problem-solving and multi-tasking skills
• Customer complaint handling and resolution skills
• Confident Microsoft Office and CRM database system skills
• Ability to quickly acquire knowledge and understand school operations, standards and work processes
• Professional fluency in written and spoken English is a must. Fluency in a second or third language would be an advantage

Tell employers what skills you have

CRM
Translations
Microsoft Office
Microsoft Excel
Travel Arrangements
Administration
Data Entry
Attention to Detail
Administrative Support
Customer Service
Proofreading
Scheduling