Hoi An

* Role purpose:
- The Administration Support Officer is responsible for providing administration and systems support
to the Head of Administration in the delivery of the administration and admissions functions across
the greater Hoi An International School. The role is the first point of contact at the HAIS
Administration Office / Reception and when not working directly with parents, teachers, students,
the role supports members of the greater administration/admissions team.
* Key Accountabilities:
- Oversight and support HAIS inhouse systems and platforms, such as Google Workspace, Fedena, SeaSaw, Canva and any other systems implemented from time to time;
- Monitor and update data within the school’s inhouse systems and platforms and ensure information maintained in these systems remains valid, up to date and maintained at a level of privacy consistent with the school’s privacy-related policies;
- Oversight Bus Management across HAIS, coordinate with parents, transport and administration staff for the safe and secure transportation of students to and from the HAIS campus;
- Undertake design of HAIS internal manuals, policies, procedures, brochures as required from time to time;
- Arrange the preparation and printing of material as required, in regard to presentation days, programming, letter of support or related correspondence, invitations, activity programmes, guest inductions and other requested materials;
- Assist the Leadership Team in the collation, review and finalisation of HAIS periodicals, such as the Annual Year Book and school related handbooks;;
- Assist the Head of Administration with email correspondence to members of the HAIS community;
- Assist the Head of Administration with enrollment and attendance of students to the HAIS inhouse Extra Curricular Activities programme;
- Throughout the school year work as part of the Administration Team in the preparation of HAIS events;
- Provide assistant to the HAIS Admissions Team through canvassing walk in inquiries and forwarding details onto the Admissions Team for follow up;
- Assist the Finance Department in the taking of monthly inventory and assist in the maintenance of asset lists;
- Assist teaching staff with administrative functions and supply of stationery and classroom
resources;
- Support the HAIS reception and work closely with the Finance Team in the receipt of school deliveries;
- Maintain a clean, tidy and professional workspace as the frontline to visitors to the school, including parents, students and other staff;
- Present a high level of professionalism in directing visitors, parents, students and teachers to the appropriate office/staff members across the school, as needed;
- Maintenance of parent/student records and associated correspondence;
- Answering of the school telephone, canvassing of inquiries and directing calls to the appropriate departments;
- Greet visitors and guests to HAIS school in a professional manner;
- If occupied by a Vietnamese employee, assist in the translation of documents and emails from English to Vietnamese and vice versa;
- Other duties as required..
* Pastoral / Student Wellbeing:
- Support the school’s pastoral and support systems designed for greater student wellbeing;
- Ensure an inclusive environment for students and the greater school;
- Foster positive relationships and attitudes towards all students, parents and colleagues across the school;
- Be mindful of your own pastoral care practices and how your approach impacts the staff, students, the school, peers and the greater community.
* Professional expectations:
- Maintain the highest levels of confidentiality at all times;
- Present an exuberant, warm, friendly and helpful disposition;
- Possess a high capacity for multi-tasking and the ability to pay close attention to details;
- Always present oneself in a highly professional manner and dress in a professional and appropriate manner at all times, including at School functions and events;
- Maintain personal professional standards in line with HAIS values;
- Possess high-level interpersonal skills;
- High capacity to work autonomously and support of the greater administration team;
- High level of capacity to work in a team environment and support other team members;
- Provide a high standard of customer-orientated service;
- Adapt to changes in the work environment;
- Work effectively in an international and multicultural school environment;
- Complete other duties, from time to time, as required at the discretion of the Principal.