Essential Skills & Experience:

 Educated to A ‘Level/Diploma

 Minimum of one year of administrative experience

 Excellent working knowledge including MS Office (Word, Excel, Outlook)

 Excellent interpersonal, oral and written communication skills

 Ability to work independently and as part of a small office team

 Ability to establish good working relations at all levels of the Institution – with students, teachers, senior management etc.

 A pleasant manner with visitors

 Good organisation skills, ability to multi-task, prioritize effectively and work to tight deadlines

 Understanding of equal opportunities

General office administration and front of house duties

 Meet and greet all visitors to the School

 Answer and direct all incoming phone calls

 Process and distribute incoming post and frank outgoing post

 Carry out general admin duties e.g. writing letters and council tax exemption letters

 Maintain the general email accounts (info@ and admin@), responding to queries / directing enquiries as required

 Assist in the upkeep of contact records, including student, staff and trustee contact information

 Create mailing labels as required

 Order stationary, first-aid equipment and sundries

 Maintaining a clean, tidy and orderly admin office

Day to Day running of the School

 Help maintain general order in the school e.g. clearing lost property and tidying notice board

 Assist with management of building and locker keys

 Manage the electronic noticeboard, updating as required

 Assist with organising meeting rooms (booking space, arranging furniture etc.).

 Organise refreshments for meetings, including ordering food and making tea and coffee

 Assist with the preparation and circulation of meeting papers

 Write minutes for fortnightly staff meetings, monthly admin meetings, termly student staff meetings and other meetings as required.

 Manage booking requests

 Maintain hire documentation

 Create invoices and liaise with Finance Department regarding payments

 Coordinate necessary security for hires.

Marketing & Events

 Assist with the management of guest lists for school performances and special events, both at the School and at external venues

 Assist with distribution of invites, via email, post or by hand to local neighbours

 Process online ticket sales and assist with maintaining ticket sales lists

 Organise refreshments and assist with any other preparations such as signage, furniture etc.

 Produce performance programmes

 Assist with the coordination of internal photo-shoots

 Assist with maintenance of image archive

 Format and send termly newsletter

Classes

 Filter and respond to enquiries from participants and parents

 Prepare relevant paperwork, such as registers, where required.

Job Type: Full-time

Salary: RM1,800.00 - RM2,000.00 per month

Schedule:

Day shift

Ability to commute/relocate:

Banting: Reliably commute or planning to relocate before starting work (Required)

Education:

Diploma/Advanced Diploma (Preferred)

Experience:

Administration: 1 year (Preferred)

Language:

Mandarin (Preferred)
Bahasa (Preferred)

Application Deadline: 11/20/2023
Expected Start Date: 04/01/2024

Victoria International School

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