INVICTUS INTERNATIONAL SCHOOL PTE. LTD.

Roles & Responsibilities Purpose of the Role To provide comprehensive administrative and secretarial support to the Principal and school leadership team, ensuring the smooth and professional operation of the school office. The role serves as the first point of contact for parents, students, staff, and visitors—projecting a welcoming, efficient, and service-oriented environment in line with the school’s values. Key Responsibilities Administrative and Secretarial Support · Help manage the Principal and SLT’s calendars, appointments, and meetings. · Support communications and enquiries on behalf of the Principal and SLT. · Prepare and distribute meeting minutes, reports, and communications. · Maintain accurate and organized records, including student and staff files. · Uphold confidentiality and adhere to safeguarding and data protection policies. · Support the Principal and SLT in daily administrative tasks and school initiatives. Reception and Front Office Management · Serve as the primary point of contact for all visitors, parents, and external stakeholders. · Ensure a welcoming, professional reception area and manage visitor/security protocols. · Answer incoming calls and direct enquiries to relevant staff promptly. · Coordinate incoming and outgoing mail, deliveries, and correspondence. · Manage staff attendance records and maintain school-wide communication updates. Financial and Procurement Support · Assist in monitoring the school’s budget and tracking expenses. · Prepare and process financial paperwork including reimbursements, petty cash, and purchase orders. · Liaise with the Finance Department to reconcile accounts and ensure compliance with internal controls. · Help manage procurement processes, vendor relations, and office supply inventories. Event and Logistics Coordination · Support the organization of school events, assemblies, and community activities. · Coordinate logistics such as venue setup, catering, invitations, RSVPs, and materials preparation. · Assist in marketing and admissions events by managing parent enquiries and data collection for school tours. Records and Data Management · Help maintain accurate and confidential student records and staff databases. · Update school management systems and hard-copy files as required. · Ensure compliance with all data protection, privacy, and safeguarding standards. Communication and Liaison · Facilitate effective communication between the Principal, SLT and stakeholders. · Draft and circulate school announcements, newsletters, and notices. · Assist in managing student attendance, absentee notifications, and transport arrangements. · Act as a liaison between departments to support operational effectiveness. Office and Resource Management · Oversee the smooth running of the school office, including facilities and supplies management. · Supervise or support administrative and reception staff where required. · Ensure a professional and organized office environment reflecting the school’s ethos. Other Responsibilities · Support committees and school projects by preparing materials and documenting outcomes. · Undertake any other duties assigned by the Principal to support the effective operation of the school. · Demonstrate flexibility, teamwork, and professionalism as a representative of the school community. Qualifications and Competencies · Diploma or higher qualification in administration, management, or related field. · At least 3 years of relevant experience in an administrative or secretarial role, preferably within an educational environment. · Excellent interpersonal, communication, and customer service skills. · Strong organizational skills with the ability to manage multiple priorities. · Proficient in Microsoft Office and school management systems. · Fluent in spoken and written English (additional languages an advantage). · Discreet, dependable, and able to work independently or collaboratively. Key Attributes · Professionalism, integrity, and discretion. · Attention to detail and accuracy in all tasks. · Positive, service-oriented attitude and cultural sensitivity in an international school setting. · Commitment to the school’s mission and values. Tell employers what skills you have Customer Service SkillsFront OfficeMicrosoft OfficeWritten EnglishData ManagementOffice ManagementAdministrationCreate schedulesAdministration ManagementAttention to Detailactivity schedulesAdministrative SupportResource ManagementTeam PlayerVendor RelationsAble To Work Independently