Middle School Senior Secretary

UWCSEA East is looking for a Middle School Senior Secretary to begin immediately. We are looking for an exceptional and organised administrator who can support the Principal and Vice-Principals in the Middle School, maintain operationally and functionally efficient Middle School Office.

The incumbent is expected to lead, direct and supervise the support services of the Middle School Office to facilitate its success. The successful candidate will develop, where possible, opportunities within school structures for the MS team to develop as individuals, including professional learning, mentoring new and existing colleagues, and redesigning roles as necessary.

Main Responsibilities

• Provide full spectrum of secretarial support such as calendar management, travel arrangements, business claims and managing all official correspondences from the Principal to staff/students/parents. Handles confidential information for staff and students such as renewals etc.
• Manage the yearly planning with MLT for public MS calendar; liaise with event leaders on assessment and reporting timelines, conflicts, venues, announcements. Plan important MS events such as Meet the Teachers, Learning Conferences, coffee mornings. Set up yearly planner, trip Master and venue bookings. Ensure that conformity of event format throughout the year for any new events.
• Coordinate recruitment for teaching staff for MS which includes shortlisting, interview and the hiring process. Interviews include virtual meetings and flown-in interviews. Process claims for reimbursements.
• Liaise with MS office on emails to parents for announcements.
• With MLT, ensure consistency of support practices between grade levels, and where appropriate, between schools, liaising with MS colleagues as necessary.
• Develop, organize and maintain Google Shared drive for MLT.
• Monitor quarterly assessments by the various grades. Ensure accurate information is uploaded online for parent and student viewing by the Grade Secretaries. Ensure that the dates are updated on assessment calendars, public calendars and reporting timelines.
• Create Venue Booking system and process for MS. Oversee the venue bookings of various meeting rooms and classrooms.
• Oversee the reception– incoming calls, receiving guests/parents, mail matters such as courier, internal mail applications and submissions of various administrative forms such as concession cards.
• Maintain adherence to MS workflow process such as attendance records, pre arranged absences, late coming, early release, leavers master, fire drill preparations, archival and storage of personal files.
• Lead, plan, manage, and organise all Middle School events with support of the secretaries and collaboration with various departments. Tasks includes planning of overall schedules, communications to parents/ staff/ students, logistics requirements, staff allocation
• In charge of the general office management such as special projects- ad-hoc renovation works in the Middle School block such as meeting rooms and staff lounge, festive decorations, procurement of office supplies and equipment and furniture.
• Mentor and coach secretarial staff as per required.
• Collaborate with HOGs/VPs on other MS matters.
• Assist with any other duties, tasks or jobs with similar levels of responsibility and complexity to the assigned job grade as may be reasonably requested by the line manager and/or the College.
• Monitor and track MS budgets.
• Update communication collateral such as directory, orientation schedule, eBrief, weekly update and Staff Hub (Happeo) page.
• Oversee Middle School MAP and ISA testing.

Person Specifications

• Minimum Diploma holder.
• At least 3 years of secretarial and administrative experience.
• Friendly with good interpersonal skills.
• Organised and meticulous.
• Proactive and independent
• Considerate and professional in all communications.
• Adaptable to change.
• Proficient in Google Workspace and the Mac platform, Microsoft Word, Excel and Powerpoint.
• A good command of English, in order to author/edit various correspondence.
• Honesty, integrity, compassion, and a good sense of humour.
• Strong interpersonal skills: a good listener with a collaborative working style.
• Adaptive and resilient.
• Reflective, empathetic, culturally sensitive, autonomous self manager.
• An efficient and effective administrator. Effectively manages multiple projects.
• Able to negotiate sensitive issues with the right combination of tact, discretion and determination.
• Develops strong and trusting relationships.
• Flexibility to work outside of the secretarial scope as and when necessary.

Application

Apply via our portal by Thursday, 9 January 2025 at 11:59pm Singapore Time.

The UWC Mission is to make education a force to unite people, nations and culture for peace and a sustainable future. We are committed to creating a community in which all members feel safe and secure, and know that their authentic selves and individual differences are accepted with respect and care. At UWCSEA, we acknowledge that diversity, equity, inclusion and justice (DEIJ) is an ongoing and evolving process and strive to create and sustain a sense of belonging for all members of our community, past, present and future. All qualified applicants, including those who identify as a part of marginalized group(s) and individuals with (dis)abilities are all encouraged to apply. Our school 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 and all appointments are subject to interview, satisfactory references, identity and criminal record checks.

Job Types: Full-time, Permanent

Work Location: In person

Application Deadline: 09/01/2025
Expected Start Date: 01/02/2025