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JOB DESCRIPTION
Purpose of role
The Primary School Administrative Assistant ensures that the administrative tasks required for the
effective management of the Primary School are completed in a timely and efficient manner. The
Administrative Assistant will establish and maintain systems that support efficient and sustainable
practices. The Administrative Assistants are part of the administrative support team for the whole
school and are responsible for supporting the good management and organisation of the school.
Responsible to
The Heads of Primary and Principals
Responsibilities
To actively support and promote the BCIS Mission, Vision and
Values. To follow and apply all school policies as related to staff and
students.
To support the work of the Principals and Heads of Primary through professional administrative and
operational tasks.
To provide additional support to other members of the Academic Leadership Team (ALT) as
needed. To act as an initial point of contact for visitors, parents and in conjunction with the staff
on reception.
To engage with all using a professional, helpful and friendly approach to build positive ongoing
relationships.
To be responsible for providing a flexible, productive and responsive administrative service to the
leadership team thereby contributing towards the smooth running of the school.
To manage the Learning Assistant Team – Schedules; Duties
Key tasks
Administration
• Assist the Principals and Heads of Primary in internal and external matters;
• Support the daily management of the school, carrying out short and long-term
administrative goals and implementing other institutional projects.
• Liaise with the Marketing and Communications team to ensure the school calendar is drafted.
• Liaise/Coordinate with the Facilities Team on a regular basis for internal/external events
Facilitate and Coordinate Effective Communication and Records
• Maintain records of communication between the school and families.
• Provide informed and prompt responses to enquiries from students, parents, staff and
visitors about school policies, services and procedures.
• Ensure that timely and accurate information is provided to the community through
appropriate formats.BCIS
PHUKET Administrative Assistant – Junior Campus
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• Manage appointments for and with the Principals and Heads of Primary and other
personnel as appropriate.
• Manage correspondence and facilitate communication with parents, teachers, staff and
students as necessary.
Data Systems and Student Management
• Provide clerical support in the maintenance of internal and external student assessment data.
• Input and maintain accurate student data and records.
• Update student demographic information.
• Manage student files.
• Printing, distribution, filing and storage.
• Create and manage school documents for leaving students.
Field Trips and Special Events
• Plan, coordinate and ensure effective implementation of arrangements for field trips and
special events including: Parent Teacher Conferences, and orientation for new students,
field trips, assemblies, and other special events.
Create Processes and Manage Systems
• Student records and reporting.
• Budgets and ordering procedures for local and overseas orders.
• Process on line purchases and subscriptions.
• Facility maintenance and job requests.
• Organise substitute teachers during teacher absences under the direction of the Heads
of Primary.
Administrative Assistance
• Provide administrative support for Accreditation/Authorization processes.
• Provide administrative support to the Heads of Primary and Principals in the preparation
of materials for communication and special projects/meetings.
• Perform other duties as assigned by the Heads of Primary and Principals for the effective
operation of the school.
• Process Professional Development registration and arrangements.
Human Resources
• Provide support and coordinate faculty recruitment and hiring.
• Support Human Resource functions relating to the hiring process for the primary
school, including background checks.
• Manage the applications for Professional Development including payment for
courses and maintaining a register of PD participation.
• Coordinate congruence between policy and procedure.
School-Wide
• Participate, as needed, in all-school projects, including accreditation.BCIS
PHUKET Administrative Assistant – Junior Campus
PERSON SPECIFICATION
Experience and Knowledge:
Essential:
• A good verbal and written command of the English language (including spelling and grammar);
• Advanced MS Office and Google for Education skills
• Computer and database literate;
• Able to produce accurate work and actively checks output;
• Strong customer care skills and focus;
• Approachability and willingness to help (solution orientated);
• A discreet and diplomatic nature with respect for confidentiality at all times;
• Confident and calm in handling questions and queries;
• Able to works flexibly, prioritise and multitask to meet deadlines in a busy environment
with interruptions and unexpected requests;
• Able to use initiative, work as part of a team, happy to receive and accept direction/delegation;
Desirable:
• Previous experience of working in a school, and in particular an international school;
• lntercultural competence when communicating with colleagues, parents and students of
different linguistic and cultural backgrounds.
Personal Attributes:
• Able to work well in a team;
• Approachable, friendly, helpful;
• Solution-oriented
• Motivated and a self-starter;
• Organised and methodical;
• Excellent communication skills;
• Able to confidently handle queries and challenges;
• Calm under pressure;
• Positive, responsive, flexible;
• Honesty, integrity and confidentiality.
Note: This job description summarises the purpose of the job and lists its key tasks. It is not a
definitive list of all the tasks to be undertaken as those can be varied from time to time at the
discretion of the Heads of Primary and Principals. Further responsibilities may be delegated to this
position from time to time.