Middle School Grade Secretary (Maternity Cover)

Full Time, onsite
United World College of South East Asia
Singapore, Singapore

Salary undisclosed

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UWCSEA East is looking for a Middle School Grade Secretary (Maternity Cover) to begin early April.

Reporting to the Middle School Vice Principal, the incumbent will work collaboratively and harmoniously as a member of the Middle School (G6-8) Grade.

Secretary team in which each member makes it their responsibility to ensure that all Middle School operations are consistently professional. Through their attention to administrative detail and service ethic, the East Middle School is seen as one single, highly functional body by students, parents, teachers, mentors, college leadership and the wider community.

As a member of this collaborative team, each Grade Secretary takes responsibility for supporting other members of the team where necessary, for example supporting a newly appointed co-worker

The anticipated employment period for this maternity cover role is approximately nine months, starting from early April 2025.

Main Responsibilities

Provide full spectrum of secretarial support such as calendar management, travel arrangements, business claims and managing all official correspondences from the Vice Principal to staff/students/parents.
Coordinate recruitment for teaching staff for MS which includes shortlisting, interview and the hiring process. Process claims for reimbursements.
Ensure consistency of support practices between grade levels, and where appropriate, between schools, liaising with PS and HS colleagues as necessary.
Develop, organize and maintain office filing system for all school records such as leavers’, attendance records, fire drill process, archival of personal files.
Oversee the venue bookings of various meeting rooms and classrooms for Middle School events.
Maintaining an updated SOPs for all Middle School events and work processes.
Take the lead on some MS events. This includes planning, management and organisation of MS events with support of the other MS secretaries and collaboration with various departments. Tasks include planning of overall schedules, liaising with MLT, communications to parents/ staff/ students, logistics requirements with Facilities and Sodexo.
Leads all secretarial support for the Grade level HOG. This includes coordinating events and student/parent communication and Class Placement.
Cover for other MS secretaries in their absence.

The role of Grade Secretary in East Middle School includes (but is not limited to) the following more specific responsibilities:

“Front desk” service and communications for Middle School students and parents.
Provide secretarial and administrative support to VicePrincipal, Heads of Grade, Mentors and Teachers.
Assisting the Vice Principal, Heads of Grade and Mentors in preparation and organizing school events such as orientation, parents evenings, student formal evenings.
Implementation of all Middle School standard operating procedures linked to daily administration of the grade (such as attendance and latecomers records, publishing of student progress reports, missing items, lockers, etc).
Data entry onto college database.

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, 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.
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.
Flexibility to work outside of the secretarial scope as and when necessary.

Application

Apply via our portal by Monday, 3 February 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: Contract, Temporary
Contract length: 9 months

Schedule: