Role Description

JOB TITLE

Secondary School Secretary

DEPARTMENT

Secondary School

LOCATION

Shanghai

LINE MANAGEMENT

Secondary school SMT

OBJECTIVES

Wellington College International Shanghai is seeking an experienced Secretary to provide support to the Secondary School. The secretary will create and maintain a welcoming and efficient front office that emphasises organisation, professionalism, courtesy, flexibility, and teamwork. The role will project a professional image through in-person and telephone interaction, independently performing complex and diverse administrative duties under guidance from the Head of School.

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 RESPONSIBLITIES
* Organise and maintain an efficient and effective office that handles a variety of tasks for the administration and faculty of the school.
* Respond to phone calls and emails in a professional manner; direct inquiries to the appropriate person/department.
* Attend meetings and take meeting minutes.
* Serves as a liaison between parents and school; interpret for parents and teachers and translate documents when required.
* Prepare for meetings, presentations, reports, correspondence, newsletters, bulletin and other documents as assigned.
* Support the pastoral team when needed, including daily notices, event logistics etc.
* Assist with pupil enrollment, daily recording of pupil attendance; coordinate pupil field trips and school events, preparing letters, spreadsheets and other word processing documents as needed.
* Ensure high levels of competency in the use of iSAMS including pupil data maintenance (such as, contact and passport information).
* Order classroom supplies; generate financial forms, process purchase orders and manage payment requisitions and disbursements.
* Support other departments of school when needed, including admissions, purchasing, marketing etc.
* Additional responsibilities include coordinating school transportation and uniform order.
* Support the Head of Secondary School in arranging meetings, calendar management, and other logistical needs
* Other assigned work as required.
* Any other duties commensurate with the post

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

JOB QUALIFICATION
* 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 represent the five core values of Wellington at all times (Kindness, Respect, Responsibility, Integrity and Courage).

APITITUDES
* Open, proactive, patient and caring.
* Demonstrating practice that represent the five core values of Wellington at all times (Kindness, Respect, Responsibility, Integrity and Courage).
* Strong track record of solving complex problems, strategic thinking and delivering significant impact.
* Strong mindset for continuous improvement to meet or exceed expectation.
* Personal integrity, accountability and credibility.
* Discrete and sensitive to confidentiality.
* Responsible, self-motivated, detailed-minded, professional, organised, independent and mature.

Please note that any application with missing materials will not be considered.

Wellington College International Shanghai is totally committed to safeguarding the welfare of children and young people and expects the same from its employees. All new staff will be subject to enhanced pre-employment clearance, including identity checks, criminal background checks, qualifications checks and employment checks to include an exploration of any gaps in employment.

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.