JOB TITLE

School Office Officer

DEPARTMENT

Non-academic

LOCATION

Nantong

LINE MANAGEMENT

School Office Manager

OBJECTIVES

The School Office Officer role at Hiba Nantong is pivotal in managing the front desk, serving as the *** point of contact for visitors, parents, and students, and fostering a welcoming environment. The key objectives include ensuring smooth communication between the school and parents, maintaining up-to-date and accurate academic and governmental systems, and managing attendance tracking and pupil records confidentially and precisely. Additionally, the role involves coordinating with different departments to support pupil induction, withdrawal processes, and organizing academic-related travel and school-wide events. The officer will also handle Lost & Found property efficiently and assist with teaching supplies and overall administrative tasks, including filing, data entry, and providing translation support as needed. Through these objectives, the School Office Officer promotes a well-organized, communicative, and effective school environment, contributing significantly to the seamless operation of school activities and fostering strong relationships between the school and its community.

KEY RESPONSIBILITIES

Front Desk Management:

* Serve as the *** point of contact for school visitors, parents, and students.
* Greet and assist visitors courteously and professionally.
* Manage the reception area, ensuring it is tidy and organised.

Communication:
* Maintain daily communication between the home and school, coordinating with staff and parents as necessary.
* Respond to inquiries from parents, students, and staff via phone, email, or in person.
* Release regular school news and updates to keep parents informed of upcoming events, activities, and important notices.

Systems and Record Maintenance:
* Maintain and update pertinent information in the academic and governmental systems in line with school policies and regulations.
* Assist with pupil attendance tracking and reporting.
* Assist with the maintenance of pupil files and records, ensuring confidentiality and accuracy.

Coordination and Support:
* Coordinate with each department to support the pupil induction and withdrawal process.
* Communicate with parents regarding student needs and concerns, providing information and support as needed.
* Assist with teaching supply needs and maintenance, including inventory management and procurement.
* Provide travel support for academic-related trips, including booking transportation and managing related logistical details.

Lost & Found Management:

* Manage Lost & Found property efficiently, ensuring items are logged and returned to their rightful owners promptly.

Administrative Assistance:
* Assist with general administrative tasks as needed, including filing, data entry, and correspondence.
* Assist with translation when needed to facilitate effective communication with non-English-speaking parents and community members.

BASIC QUALIFICATION
* Education: Bachelor’s degree or above
* Native Chinese speaker, proficient in oral and written English
* Minimum 1-3 years of relevant work experience within the education industry (in Nantong preferably)

EXPERTISE
* Proven experience in a similar administrative or office role, preferably in an educational setting.
* Excellent verbal and written communication skills.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
* Strong organizational skills and attention to detail.
* Ability to multitask and manage time effectively in a busy environment.
* Friendly and approachable demeanor with strong customer service skills.
* Proficiency in English and Chinese languages.
* Technical proficiency and ability to prepare reports in Excel, PowerPoint and Word
* Able to work long hours and occasional weekends to support school events.

PREFERRED APTITUDES
* Demonstrating practice that represents the five core Huili Values at all times (courage, integrity, kindness, respect and responsibility)
* Strong passion for the education industry
* Personal integrity, accountability and credibility
* Strong mindset for continuous improvement to meet or exceed expectations.