Administration and Admissions Assistant

This Role:

Position Objective

To ensure a high standard of support to the school office team in performing school related tasks in the areas of office management, accounting and reception.

 

Reporting Line

The Administration and Admissions Assistant reports directly to the Principal who reports directly to the Executive Director of Generations Christian Education.

 

Responsibilities

  1. Reception

 

  • Provide a warm and welcoming greeting to every parent, child and visitor who makes contact with and/or visits the Kindergarten.
  • Appropriately respond to all reception inquiries.
  • Coordinate the timely collection and distribution of mail.
  • Operate a neat, clean and tidy reception area.
  • Perform errand duties. (i.e. post office, etc.)
  • Maintain an appropriate office filing system of school records.
  • Provide general administrative and clerical support. (i.e. photo copying, laminating, etc.)
  • Perform other office related tasks as required.
  • Support the Principal and office staff in required tasks.

 

  1. Administration
  • Provide training to users of the school’s administration software/systems where appropriate.
  • Assist with the organisation, setting up and conduct of school functions as required.
  • Provide the Principal and the office team with administrative support as required.
  • Assist the Senior Administration and Admissions Officer; and Senior Administration and Facilities Officer to ensure provision of effective office administration and reception services as the school’s public front.
  • Provide general team support to Generations Christian Education when needed and required.
  • Record weekly staff meeting minutes.

 

  1. Playgroup Administration/Admissions/Marketing
  • Appropriately respond to every parent, child and visitor who makes contact with and/or enquires about the Playgroup.
  • Provide playgroup participants enrolment related tasks: including handling of enquiries, enrolment offers, regular correspondence, and data reporting
  • Organise trial classes for enquiring families.
  • Coordinate with the kindergarten regarding kindergarten admissions for playgroup participants.
  • Perform administrative support for the playgroup facilitator such as preparation of attendance sheets, students’ lists, name tags, activities templates, send weekly newsletters, etc.
  • Arrange meetings for the playgroup team.
  • Perform tasks related to playgroup marketing e.g. design posters/ads, reach out to potential families, maintain social media accounts, etc.
  • Coordinate with playgroup venues e.g. the church we have our playgroup site about logistics, etc.

 

  1. Marketing
  • Maintain social media accounts (Facebook and Instagram)-create three posts each week
  • Take photos of school events and learning for marketing purposes as well as documentation purposes
  • Collaborate with Group Marketing Team to plan for and execute marketing-related duties
  • Create ads/promotional materials regularly
  • Arrange for printing of promotional materials e.g. leaflets, banners, and/or school environment visuals e.g. posters, banners
  • Reaching out to and maintain regular communication with external contacts such as consulates, churches, and relocation agents
  • Research and execute marketing strategies

 

  1. Events
  • Organise Open Days-promotions, registration/communication, and logistics
  • Prepare and deliver materials for International School Festivals
  • Organise parenting courses-promotions, registration/communication, materials/ PowerPoints, and logistics

 

  1. School Communication
  • Assist the Principal with creating and sending School Newsletters
  • Update Parent Portal on school website with latest school news

 

  1. Admissions
  • Assist in data gathering and entry as well as data filing and maintenance of applicants’ files whilst maintaining confidentiality.
  • Assist to organise efficient and reliable school tour bookings for enquiring families.
  • Follow up on school tour contacts with email communication and campus visits.
  • Coordinate and show parents around the school campus for campus walk-through visits.

 

  1. Other duties as necessary and related.

 

 

Organisational Relationships

  1. Internal Liaisons: Executive Director, Principal, Directors, Officers, School teaching and non-teaching staff, the Schools’ Parents’ Association, Parents, Students and Custodians
  2. External Liaisons: New and interested Students and Parents, Vendors, Guests

 

Requirements

  1. Experiences, Skills and Knowledge
  • Excellent telephone manner and cheerful personality with good interpersonal skills
  • Good command of written and spoken English, Cantonese and Putonghua preferred
  • Proficiency in MS Office in Word/Excel skills
  • Self-motivated, flexible, pleasant, well organised and able to work independently
  • A good team player
  1. Qualification
  • Diploma or above with at least 2 years relevant working experience