Responsibilities
1. Primary Contact: Act as the main point of contact for parents and visitors communicating with DUCKS via telephone, email, post or in person. Provide information, connect them with relevant staff, transfer calls as needed, and take messages when required.
2. Operational Support: Support daily operational functions to enhance the efficiency of DUCKS systems.
3. School Environment Familiarization: Familiarize yourself with the school environment, structure, and ongoing DUCKS events to provide effective support.
4. Material Distribution: Receive and distribute academic materials and mail to the appropriate staff or locations on campus.
5. Work Requests Management: Receive and process work requests from campus staff, ensuring they are properly filled out, recorded, and followed up.
6. Item Delivery: Receive items at the campus and ensure they are delivered to the correct locations within the campus.
7. Lost and Found Assistance: Assist with the lost and found process, ensuring labelled items are returned to their rightful owners in a timely manner.
8. Parent Information Management: Keep parent information and other relevant lists up to date (attendance, telephone, allergy, etc.) are current and disseminated. Manage student files and inform Admissions to update information on iSams.
9. . Notify Admissions for updates in the Isams system and ensure teachers, nurses, and third parties are informed of pertinent information.
10. Resource Organisation: Support DUCKS staff with ordering and organising resources.
11. Petty Cash Management: Administer petty cash and emergency cash funds, including assisting with small purchase orders for DUCKS events and staff well-being initiatives.
12. Documentation and Translation: Translate, manage, and send out documents from DUCKS teachers and leaders to parents, and upload them to the parent portal under the supervision of the office manager.
13. Staff and Communication Lists: Maintain campus staff and telephone lists.
14. Online Communication Management: Manage the school's information and communication through online platforms.
15. Room Booking: Book rooms and order refreshments for meetings and parent workshops.
16. Class Register Management: Manage daily class registers and follow up on unexplained student absences, reporting any concerns to school administration.
17. Form Record Keeping: Keep copies of all forms used by Operations, Human Resources, and Finance.
18. BR Creation in SAP: Create BRs in SAP as needed.
19. Act as a liaison with trip vendors to assist DUCKS’ trip leaders in organising field trips as required.
20. Additional Tasks: Carry out any other duties or functions assigned by your supervisor or leadership.
Skills and Experience Required
At least 1 year experience as an administrator
Good attitude to work, sense of initiative and strong responsibility
Good computer skills-including Microsoft Word, Excel, and Outlook
Ability to handle multiple tasks simultaneously
Language ability-fluent Mandarin Chinese & English
Dulwich College International is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices which are aligned to the recommendations of the International Task Force on Child Protection. We hold ourselves to a high standard of effective recruiting practices with specific attention to child protection. All appointments are subject to an interview, identity checks, criminal record checks, and successful references.