British International School

As Secondary Administrative Officer, you are expected to:
1. Manage Secondary Office reception duties:
- Handle all emails coming in and from the Secondary School Office email and all phone calls into the Secondary School extension.
- Assist students with administrative queries.
- Direct visitors, parents, and students to the right person.
- Inform parents via telephone or emails regarding events happening in Secondary School.
- Prevent miscommunication between parents and school.
2. General administrative tasks:
- To have detailed knowledge and strict adherence to safeguarding and child protection procedures; take immediate actions where necessary.
- Track and follow-up on student attendance to prevent truancy.
- Distribute letters/ group emails to parents and students.
- Maintain the supplies of standard forms in the office.
- Assist in preparing student reports when required.
- Be part of the holiday rota for office staff.
- Assist other office staff members when required.
3. Provide support for the Faculty Leaders, Heads of Year and other Secondary staff:
- Provide translation and interpreting support.
- Send individual and group letters to parents regarding routine matters such as set changes, Trip Meetings, Parents Evenings or individual parent meetings.
- Provide administrative support for routine and ad hoc purchasing.
- Manage Secondary School’s events and booking system.
- Assist with administrative tasks.
4. Responsibilities related to co-curricular activities with monthly responsibility allowance:
- Work with Marketing team to edit activities brochures, ensuring the content matches with SchoolBuddy.
- Handle SchoolBuddy software: updating data, guiding parents/students in using of software, extracting data. Follow up application of students via SchoolBuddy, deal with questions from students and parents.
- Organise paid activities: contact teachers/suppliers; ensure all teachers are qualified professionally and legally; insert activity content on SchoolBuddy; follow up payment of students; contract, and timesheet procedures for teachers.
- Collect documents and follow up to ensure all CCAs third party staff have valid police check and safeguarding certificate as per school policies.
- PO/Claim procedures for relating fees of CCAs.
- Liaise with bus coordinator to ensure the bus arrangement for students during CCAs
- Daily follow up attendance of students in CCAs, update student’s attendant on SchoolBuddy.
- Arrange cover for teachers absent from CCAs.
- Displaying and updating data of CCAs on notice boards and to teachers.
- Prepare finance report for paid club by term end.
5. Perform other duties assigned by Line manager/ Business Director/ Principal.

The closing date for application is 8 April 2024 although we reserve the right to interview and make an appointment before the advertised closing date for the role. Therefore, an early application is recommended.