School Administrative Officer (Whole School)
Share
Job Location:
Monthly Salary:
Posted on:
11 days ago
Vacancies:
1 Vacancy
Job Summary
About GESS
As one of the leading international schools in Singapore GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect openness and diversity which our students will nurture in their life after school.
We were awarded with the Deutsche Schulpreis (German school prize) 2022 which was given to us for our extraordinary concept according to their motto Make teaching better. We stand out as the only German school abroad nominated for this award.
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/Bachelors 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
Fair Recruitment and Safeguarding:We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age nationality gender sexual orientation marital status pregnancy status caregiving responsibilities race religion language or disability. As part of our commitment to safeguarding we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students and we expect all staff members to uphold these values.
We may use artificial intelligence (AI) tools to support parts of the hiring process such as reviewing applications analyzing resumes or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed please contact us.
Required Experience:
Unclear Seniority
Key Skills
- Experience Working With Students
- Organizational skills
- Classroom Management
- Behavioral Health
- Classroom Experience
- Mediation Experience
- Special Education
- Conflict Management
- Teaching
- Experience with Children
- Public Speaking
- Word Processing
About Company
German European School Singapore ✅ IB curriculum in English ✅ German curriculum in German ✅ Leading International School Singapore from Pre-School to…
