Personal Assistant to Vice Principal (Head of Junior)

Professional Expectations:
Personal Assistant to Vice Principal (Head of Senior) will:
?be flexible in attitude, proactive and be able to work effectively with a wide range of staff and third party organisations;
?have excellent communication skills in both Thai and English, including the confidence and ability to translate sometimes difficult conversations with parents;
?have excellent interpersonal skills and an ability to solve problems courteously and expediently;
?be a strong team player able to manage effectively and simultaneously a range of diverse tasks;
?have strong analytical skills and the clarity of thought to be decisive;
?Have strong skills in manipulating data and therefore the use of Spreadsheets;
?have strong administrative skills and proven experience in developing clear and efficient administrative systems;
?have a positive and committed approach to ICT and professional development;
?enjoy working in an educational setting

Key Responsibilities:
The Personal Assistant to Vice Principal (Head of Junior) reports to the Vice Principal (Head of Junior). The successful candidate will also work closely with the two Assistant Principals (Junior), the Year Team Leaders and Heads of Department to help academic staff better fulfill their primary role. They are responsible for helping to create an atmosphere of warm hospitality and courtesy in the Junior School reception. They play a vital role in promoting a positive, professional and friendly image to all students, parents, visitors and callers.

Responsibility and Tasks:
?Be responsible to the Vice-Principal (Head of Junior).
?Work closely with Assistant Principals and Year Team Leaders to perform and help them carry out their duties and to provide administrative support as requested.
?Receive and screen enquiries and route them on to the right alternative contact if appropriate; take detailed messages and handle queries, requests, and complaints in a polite and professional manner.
?Provide efficient and effective personal assistant and administrative support to the Vice-Principal (Head of Junior).
?Promote a positive image of school to all, through ways of working and in communication with others.
?Maintain the confidentiality of privileged and sensitive information professionally and appropriately.
?Translate both oral and written technical, educational and general information from English to Thai and Thai to English.
?Translate English to Thai and Thai to English for meetings, documents, phone calls, etc.
?Act as translator for the Vice Principal (Junior) when necessary.
?Compose correspondence independently on a variety of matters including those of a confidential nature.
?Manage the Vice-Principal (Head of Junior) and Assistant Principal?s diaries: entering events, checking all key events each term are recorded, prioritising events, avoiding clashes.
?Attend regular meetings with the Vice-Principal (Head of Junior) addressing the week ahead: priorities, timeframes, paperwork required, meetings and supporting actions.
?Organise and coordinate meetings with staff, students, parents, prospective and visitors.
?Ensure the Junior Leadership Team have all relevant information in advance of meetings, together with detailed supporting documentation including preparing communications, papers, presentations, reports and other visual aids for meetings.
?Liaise with the Vice-Principal (Head of Junior) to ensure all annual reviews and regular meetings are diarised.
?Complete tasks as assigned meeting deadlines as necessary.
?Attend a variety of meetings; preparing related agendas, notices, reports, presentations and other documents as required; recording, transcribing and distributing minutes.
?Take a lead in organising and providing assistance both occasional internal and external events from small events such as Junior School Parent Teacher Conferences to large scale parent events, including information evenings, marketing events, graduation and Speech Day
?Work closely with trip leaders in organising school trips and visits, establishing the drafting and distribution of letters and other correspondence with parents.
?Communicate with colleagues, students, parents and outside providers to coordinate activities, exchange information and resolve issues or concerns.
?Help create a Junior School seating plan for assemblies and Speech Days.
?Create entire school photography schedule; arranging the room for photo studio and communicating with internal parties.
?Maintain the staff professional development database; assisting with participant?s registration in the training programs and workshops; emailing the approval; dealing with the accounts department for the payments; maintaining the budget including reimbursements and dealing with unexpected problems
?Coordinate the support for all leave of absence and maintaining the staff absence record.
?Assist with ad-hoc jobs in the administrative office and supporting admission, marketing and special events in the School e.g. Junior School Parent Teacher Conferences, Speech Days, Concerts, FOBISIA events and others upon request.

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