Administrative Assistant

Professional Expectations:
The Administrative Assistant should have the following qualities:
? Possess at least bachelor degree

? Be positive, engaging and friendly in manner to all staff, students and visitors to the school
? Be professional, neat and presentable both in the work and tasks undertaken and in their personal appearance
? Have a ?can-do? approach be efficient and accurate in dealing with work and duties assigned
? Have a good spoken command of English and Thai and competent written skills in both languages
? Be flexible in their approach to work and enjoy working as part of a team
? Uphold and promote the school policy on Spoken English
? Deal with information with the appropriate confidentiality as required
? Promote a favourable impression of the School at all times, through ways of working and in communication with others
? Undertake duties and responsibilities in accordance with the School?s policies and procedures
? Be able to manage the incoming and regular workload effectively
? Possess excellent organisational skills.

Key Responsibilities:
The Administrative Assistant reports directly to the Director of Business Services and is responsible as part of a team for the effective operation of the school Administration Department. In particular, the Administrative Assistant will have the following duties:
? Being part of the team that ensures that the school ?enquiries? mailbox is effectively managed, with incoming / outgoing email dealt with promptly as necessary either through answering the queries directly or seeking the appropriate staff member / department to reply
? Helping to deal with enquiries and concerns from other members of staff and parents
? Undertaking routine administrative tasks including updating databases (e.g. ATK testing, credit card reimbursement), directories and the school management information system for changes in parental, staff and student personal data
? Assisting with the reporting and control of students at the Bus Holding Area each school day to ensure the correct accounting for and the safe departure of students going home by bus
? Liaising between the school?s contracted bus service provider, the school and parents to make changes to routes, passengers, pick-up times etc
? Communicating with colleagues, students, parents and outside providers to coordinate activities, exchange information and resolve issues or concerns
? Being part of the team that manages student attendance on site, for example registration, early leavers, absences - liaising with parents and teachers
? Arranging staff travel quotes and bookings with the school?s travel providers including acting as a liaison between staff and the school?s travel agent.
? Supporting the Senior Administrative Coordinator with the administration of school trips;
? Assist with ensuring the trip organiser properly considers the value added and cost effectiveness for the student
? Obtain quotations, and submit the budget request for approval
? Book transport / hotels / service providers
? Liaise with the trip organiser and providers on headcount, to ensure the final invoice is correct and submit for authorisation
? Assisting with keeping the trip and subscription trackers up to date
? Supporting members of staff with their reimbursement / purchase requests / cash advance requests to the Accounts team
? Supporting the presentation and update of canteen menus onto the school?s website, intranet and display TV screens around the school
? Ensuring that the provision of catering is approved and according to request, for example for events or school trips and tours, booking venues (e.g. Chatrium) for external catering requirements or off site events
? Being part of the team to manage the on site daily catering provision to the school?s expectations, taking action to review and feedback on the service, making suggestions for improvement and working with parents, staff and the catering provider to drive improvements and maintain required standards
? Producing regular monthly reports, for example, catering, school bus, ATK etc
? Supporting the processing of online subscriptions and managing the school credit card including associated reimbursement claims
? Help ensure the professional appearance of waiting areas in reception, administration areas (1st and 2nd floors) and at the school entrances and shared common areas (e.g. staff room)
? Supporting the Junior school PA with other ad hoc duties during particularly busy periods, for example the beginning and end of the academic year
? Working with the Junior school PA to support the Junior school interactions between the school community, including parents, students and staff
? Undertaking the translation of English to Thai and Thai to English for meetings, documents, phone calls etc.
? Creating and managing spreadsheets of relevant academic data as requested
? Updating student records and produce summary data from school leaders
? Assist with the organisation, paperwork and invigilation of internal tests and competitions
? Undertaking ad-hoc jobs as requested in the Administrative office and supporting special events in the School e.g. Admin staff trip, Speech Day, Concerts, FOBISIA, Proms, Parent Teacher Conferences, Information evenings etc
? Other ad hoc duties as requested.

-