Gess2mo ago

School Administrative Officer (Whole School)

SingaporeFull Timemid

OtherAdministrative

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Quick Summary

Overview

About GESS As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide.

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OtherAdministrative

About GESS

As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.

We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award.

The School Administration Officer (Whole School) supports the delivery of central, cross-sectional service and programme administration functions, contributing to a consistent and high-quality operational and parent experience across all sections of the school.

Working closely with School Directors, Heads of Departments, and the Head of School Services, the role provides administrative and coordination support for front-of-house services, whole-school processes, and school-wide initiatives and events. The Officer assists in maintaining organised systems, accurate records, and clear communication to ensure smooth day-to-day operations.

The role also supports the administration of whole-school educational programmes and enrichment activities. This includes assisting with scheduling, documentation, logistics coordination, and ensuring that school trips and activities are processed in accordance with established safety protocols and school policies.

In addition, the School Administration Officer supports parents and students with non-classroom enquiries, escalating more complex matters appropriately. The role contributes to service improvement by maintaining attention to detail, responsiveness, and professional communication, helping to strengthen the overall family experience across the school.

Key Accountabilities

Provide comprehensive administrative support to academic departments, including managing calendars, scheduling meetings, and preparing documentation.

Assist with the preparation and dissemination of internal and external communications, such as newsletters and school-wide announcements.

Support the organization and execution of Parent Teacher Conferences, departmental meetings, and other academic events.

Handle minute-taking during meetings and ensure accurate documentation of discussions and decisions.

Manage the preparation of presentations, translations, and proofreading of academic documents.

Coordinate and manage exam registrations and invigilation processes.

Facilitate the booking of business trips for Directors and ensure all travel arrangements are in order.

Act as a point of contact for parents and students, addressing inquiries related to non-classroom matters such as school portals, invoices, and ID cards.

The role will include front desk duties, such as answering telephone calls and walk in-enquiries, on a rotational basis.

Educate and assist parents with understanding school procedures and accessing relevant information.

Manage and escalate complaints as necessary, ensuring resolution and customer satisfaction.

Update and maintain the Parent Portal with accurate and current information.

Process and manage student attendance records, early dismissals, late arrivals, and leave requests.

Issue student and parent ID cards, lunch vouchers, and manage the lost and found items.

Provide project management support for cross-section or whole school initiatives led by School Services.

Support the coordination and organisation of school trips, and enrichment activities.

Ensure all overseas trips are planned, monitored, and supported through unified safety protocols and professional risk management systems (e.g., Crisis24).

Facilitate effective communication between the school, parents, and students, ensuring timely and accurate dissemination of information.

Support the coordination and organization of school events, trips, and enrichment activities.

Collaborate with other departments to ensure smooth operational processes and adherence to school policies.

Examples include but are not limited to:

Manage re-enrolment processes, including student contracts, withdrawals, and extensions.

Assist with grade transitions, high school exam preparations, and the coordination of internships and enrichment weeks.

Oversee the coordination and ordering of e-books and preparation of material lists.

Handle MOE exemptions for current students turning 7, and manage insurance and pigeon-hole allocations.

All other responsibilities and tasks as deemed appropriate by the line manager and functional line manager.

Diploma/Bachelor’s Degree in Business Administration or Business Management

2-3 years proven experience working in an office environment

Previous experience of working in a customer service role

Cultural understanding and previous experience of working at an international organisation with stakeholders of different nationalities and cultural backgrounds

Experience working in a school environment is an advantage

Excellent communication and inter-personal skills

Calm and composed demeanour

Problem-solving and multi-tasking skills

Customer complaint handling and resolution skills

Confident Microsoft Office and CRM database system skills

Ability to quickly acquire knowledge and understand school operations, standards and work processes

Professional fluency in written and spoken English is a must. Fluency in a second or third language would be an advantage