JOB TITLE

Secondary School Secretary - Higher Education and Careers (HEC) / Sixth Form (SF)

DEPARTMENT

Secondary School

LOCATION

Shanghai

SUPERVISOR
* Director of Higher Education and Careers (DoHEC)
* Head of The Sixth Form (HoSF)

OBJECTIVES
* Assist the HEC team in supporting all pupils in making their plans for university study and career preparation. The HEC team consists of the DoHEC and counsellors.
* Assist the SF team in supporting teachers and pupils involved in the International Baccalaureate Diploma Program (IBDP). The SF team consists of the HoSF, Head of IB core, CAS coordinator, Heads of Year, and tutors.
* The secondary school secretary will work alongside the HEC and SF team to support the college’s growing needs. The role will project a professional image emphasising organisation, professionalism, courtesy, flexibility, and teamwork. The administration assistant will also work closely with the secondary school secretaries to ensure the school's smooth running.
* Activities include interaction with pupils, parents and staff. It also involves exposure to sensitive information requiring considerable use of tact, diplomacy, discretion and judgment. The role requires strong communication and interpersonal skills.

KEY RESPONSIBILITIES
* To assist the SF team in daily recording and monitoring of pupil attendance on ISAMs.
* To assist the HEC and SF teams in purchasing and documenting relevant resources, services, and training courses, including processing receipts/fapiaos and claiming back monies owed whenever necessary.
* To support the HEC and SF teams in communication with pupils, parents, and the Shanghai community including translating conversations, presentations, and departmental documents into Chinese when necessary.
* To assist in the organisation and running of meetings, such as arranging meeting times and sending invitations, preparing agendas, recording minutes, and updating action plans.
* To work with the HEC and SF teams on advertising relevant information to the community, including but not limited to physical displays, the ISAMs calendar, The Week Ahead, and Wecom groups.
* To assist the SF team in managing visa applications for pupils who are no longer on parental visas.
* To assist in the planning and execution of key HEC events, such as the annual university fair, careers talks, university visits, summer university tour, and internship/work experiences.
* To assist the DoHEC in booking necessary school resources and services for such events by liaising with other school departments (ICT, facilities management, catering, etc.) whenever necessary.

* To help create, develop, and / or maintain effective systems and processes for storing, organising and presenting a range of data, including but not limited to the following:

* Current pupil records, including tracking sheets and transcripts.
* University applications database, including decisions, offer conditions, scholarships, and ultimate destinations.
* Assessment results, including SAT, ACT, IGCSE, and IB.
* Alumni records, including contact, university, and career details.
* University contact details.

* To assist in maintaining the various digital platforms used by the HEC team, including but not limited to the following:

* Maia Learning, ensuring that new pupils are added, ex-pupils are archived, parents are given access upon request, HEC events are listed, etc.
* Microsoft Teams, ensuring that relevant Teams are set up and maintained for each year group, that individual channels are set up for each pupil, etc.

* To undertake other duties reasonably assigned by the DoHEC and HoSF.

The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs.

QUALIFICATIONS and APTITUDES
* Outstanding communication in English and Chinese.
* Advanced knowledge of Microsoft Office applications (Outlook, Word, Excel).
* Minimum of bachelor’s degree in relevant field.
* An excellent track record in administrative work with office management experience.
* Enjoy meeting people and possess the passion to serve.
* Strong mindset for continuous improvement to meet or exceed expectation.
* Discrete and sensitive to confidentiality.
* Demonstrating practice that represents the five core values of Wellington at all times

(Kindness, Respect, Responsibility, Integrity and Courage).

As an employer of choice, Wellington College China is committed to making professional learning and personal development central to its ethos and approach. WCC fully recognises its responsibilities for safeguarding children. Our safeguarding policy applies to all staff, governors and volunteers working in the Group.