Middle School Senior Secretary

**UWCSEA East**is looking for a Middle School Senior Secretary to begin immediately. We are looking for an exceptional and organised administrator who can support the Principal and Vice-Principals in the Middle School, maintain operationally and functionally efficient Middle School Office.

**Main Responsibilities**
- Provide full spectrum of secretarial support such as calendar management, travel arrangements, business claims and managing all official correspondences from the Principal to staff/students/parents. Handles confidential information for staff and students such as renewals etc.
- Manage the yearly planning with MLT for public MS calendar; liaise with event leaders on assessment and reporting timelines, conflicts, venues, announcements. Plan important MS events such as Meet the Teachers, Learning Conferences, coffee mornings. Set up yearly planner, trip Master and venue bookings. Ensure that conformity of event format throughout the year for any new events.
- Coordinate recruitment for teaching staff for MS which includes shortlisting, interview and the hiring process. Interviews include virtual meetings and flown-in interviews. Process claims for reimbursements.
- With MLT, ensure consistency of support practices between grade levels, and where appropriate, between schools, liaising with MS colleagues as necessary.
- Develop, organize and maintain Google Shared drive for MLT.
- Monitor quarterly assessments by the various grades. Ensure accurate information is uploaded online for parent and student viewing by the Grade Secretaries. Ensure that the dates are updated on assessment calendars, public calendars and reporting timelines.
- Create Venue Booking system and process for MS. Oversee the venue bookings of various meeting rooms and classrooms.
- Oversee the reception
- Maintain adherence to MS workflow process such as attendance records, pre arranged absences, late coming, early release, leavers master, fire drill preparations, archival and storage of personal files.
- Lead, plan, manage, and organise all Middle School events with support of the secretaries and collaboration with various departments. Tasks includes planning of overall schedules, communications to parents/ staff/ students, logistics requirements, staff allocation
- In charge of the general office management such as special projects
- ad-hoc renovation works in the Middle School block such as meeting rooms and staff lounge, festive decorations, procurement of office supplies and equipment and furniture.
- Mentor and coach secretarial staff as per required.
- Collaborate with HOGs/VPs on other MS matters.
- Assist with any other duties, tasks or jobs with similar levels of responsibility and complexity to the assigned job grade as may be reasonably requested by the line manager and/or the College.
- Monitor and track MS budgets.
- Update communication collateral such as directory, orientation schedule, eBrief, weekly update and Staff Hub (Happeo) page.
- Oversee Middle School MAP and ISA testing.

**Person Specifications**
- Minimum Diploma holder.
- At least 3 years of secretarial and administrative experience.
- Friendly with good interpersonal skills.
- Organised and meticulous.
- Proactive and independent
- Considerate and professional in all communications.
- Adaptable to change.
- Proficient in Google Workspace and the Mac platform, Microsoft Word, Excel and Powerpoint.
- A good command of English, in order to author/edit various correspondence.
- Honesty, integrity, compassion, and a good sense of humour.
- Strong interpersonal skills: a good listener with a collaborative working style.
- Adaptive and resilient.
- Reflective, empathetic, culturally sensitive, autonomous self manager.
- An efficient and effective administrator. Effectively manages multiple projects.
- Able to negotiate sensitive issues with the right combination of tact, discretion and determination.
- Develops strong and trusting relationships.
- Flexibility to work outside of the secretarial scope as and when necessary.

**Application**

**Job Types**: Full-time, Permanent

Work Location: In person

Application Deadline: 09/01/2025
Expected Start Date: 01/02/2025