School reception service and telephone duties:
Schedule appointments for consultation between parents and Principal or Office Manager.
Receive all parents visits to school in a friendly, courteous and pleasant manner.
Provide courteous and professional service, responding in an accurate and timely manner to all enrolment enquiries.
Provide enrolment information to parents.
Co- ordinate the transmission of information between Principal, Office Manager, Office Administrator and parents.
Manage incoming / outgoing phone calls at front desk and mail receipts.
Administrative and clerical duties
Manage students’ menu. Follow up and feedback to Principal and Office Manager on the quality of meals.
Complete students’ enrolment records.
Support Human Resources Department to submit documents to Labour Department / Immigration / Department of Justice for Work Permit, Visa, Temporary Residence Card application and other administrative matters assigned by Human Resources Department.
Assist Office Manager with the enrolment process including receiving parents, responding to enquiries from parents, etc.
Maintain a personal file for each student and ensure all records pertaining to the students are filed accordingly. All files must be neatly labelled and categorized accordingly.
Arrange transportation for students.
Monitor students referred for illness or discipline for the purpose of ensuring their safety.
Support foreign staff to open bank account, Health Check and Police Check for Work Permit application.
Assist Office Manager in supervising the support staff such as Janitor, Maintenance and Drivers. Provide the timetable and work schedule for them.
Inventory Control System
Maintain the Inventory Control System.
Record sales of school uniform periodically. When stock balance is low, new stock must be requested.
An Inventory List of all administrative files, equipment, computers, machinery, furniture, technical equipment, etc. in the school must be maintained and updated every June and December, before the close of the calendar year. The Inventory List is to be submitted to the Management upon completion.
Administrator to Principal
Organize files and store paperwork, documents and computer- based information.
Update the Class Lists.
Produce documents, briefing papers, reports, newsletters and presentations.
Carry out background research and present findings into subjects the Principal is dealing with.
Deal with correspondence and write letters, take dictation and minutes.
Organize and maintain diaries and make appointments.
Liaise with clients, suppliers and other staff on behalf of the Principal.
Translate the School’s Newsletter to Vietnamese.
Provide general assistance during presentations.
Responsibility for accounts and budgets.
Organize and attend meetings and ensure the Principal is well- prepared for meetings.
Screen telephone calls, enquiries and requests and handle them when appropriate.
