St Joseph’s Institution International Elementary School, a Catholic & Lasallian school that provides a quality international education for a diverse student body, rooted in the community of Singapore, is seeking a dynamic, conscientious and proactive individual to join us as Enrichment Administrative Officer Key Responsibilities Reception: Counter Duties
Attending to walk in parents and children’s enquiries and requests.
Attending teachers & staff enquiries and requests.
Attending to guests/visitors and informing Staff of their guests/visitors arrival.
Attending couriers, delivery & dispatch personnels.
Handling mailing of letters (via CA).
Booking of taxis for guests/visitors.
Assisting in sending out emails to parents.
Phone Calls & Emails
Handling all incoming calls from new & current parents.
Attending and following up to/on current & new Parent’s enquiries and feedback.
Handling emails from elementary school general enquiries address
Shared responsibility with the other Admin team members. CCA (Support for AP Enrichment):
Assisting and working closely with AP Enrichment on all CCA matters.
Setup and monitoring of the SOCS platform for CCAs and Sports.
Interviewing and hiring potential CCA Providers.
Preparing and Issuing CCA Contract to CCA Providers.
Ensuring all teachers are involved in a CCA or Sports Activity.
Handling enquiries from parents and students.
Assisting in preparing the CCA Programme, Booklets and CCA Online Registration and Payment via Red Dot.
Allocating of CCA activities for students.
Liaising with CCA providers on numbers for the start of CCA and other administrative details thereafter.
Sourcing appropriate equipment for CCAs, if required.
Preparing of individual CCA folders, attendance sheet and contact list.
Stationing at the Prep decking at 2pm and at the Pavilion at 3pm to ensure smooth start of daily CCAs and Sports.
Checking of daily attendance and following up on absentees immediately after attendance have been marked.
Booking of venues for CCAs, Work with Head of Sports (ES) and Head of PE (HS).
Liaising with Finance for refunds or payments after CCA dateline.
Working with Head of Early Years and Tong Tar (Bus Company) for Preps CCA Bus.
Creating a list in ISAMS of children participating in CCAs.
Expeditions (Support for AP Enrichment):
Prepare a comprehensive costing for the expedition.
Booking of buses and ferries.
Liaise and negotiate with vendors for better pricing to bring cost down without compromising students’ safety.
Send communication to parents for trip briefing, sign-ups and reminders from time to time for non-sign ups.
Collection of students’ passports, compiling and photocopying all students’ passports to ensure passport validity and appropriate visas required for various nationalities and to keep their passports in the safe until the day of departure.
Consolidation of all passports in different classes and also do up registration before departure.
Prepare online payment registration via Reddot platform for parents to register online.
Monitor sign up rate to update Teachers and ensure that those not attending have the necessary approval from the Principal. This is also updated in the system for future reference.
Ensure Edusave collection is approved prior to sending reminders to parents to pay up.
Liaise with vendors on payment terms and ensure the Finance department executes payment promptly.
Compiling info booklet on students dietary, medical & contact details in soft and hard copy.
Liaise with the bus company (the day before departure) for the driver’s vehicle number or contact no. This info is to be forwarded to the trip leaders & respective teachers.
Main contact for medicine drop off, liaise with School Nurse on medication collection as well as to assist with last minute submission of passports and medication by parents on the departure day.
Provide Administrative support to the PE & Sports Department
Twice weekly meeting with the Head of Sport.
Creation of google forms to indicate permission to join ACSIS teams and participate in sports matches.
Uploading ACSIS team lists onto ISAMs.
Registration of students for ACSIS Seasons of Play for eligibility to participate in matches against competing schools.
Ensuring that all sporting events and matches are uploaded onto the school calendar.
Handle enquiries from parents regarding matches.
Booking of buses for out of school matches.
Send mass emails as and when instructed.
Assist PE staff on Sports Day and Swimming Galas with score taking.
Payment collections for sales of PE merchandise via reddot.
Ensuring that there are enough players for a match and notify the Sports Department if there are insufficient players.
Updating Security about sports matches for the week and visiting schools arriving.
Creation of chat groups for school teams so that coaches can contact parents in case of bad weather or cancellation.
Preparing contracts for sports providers which includes obtaining company information and details of coaches.
Liaising directly with sports companies and providers to determine the number of coaches they can provide and their details.
Ensuring that the coaches provide relevant background checks and monitor status (cleared/need to be renewed)
Liaising with coaches to ensure that they complete their online safeguarding course.
Coordinating ITP lessons with music tutors, teachers and parents.
Providing administrative support to the Music Department.
Creating list of Children who are taking part in ITP Lessons, String, Woodwind and Brass Ensembles in ISAMS.
Safeguarding for ITP/CCA Providers:
Creating login details.
Emailing to staff the procedure to use the system.
Following up on those who did not complete within the given timeline.
Entering details in tracking file.
Taking a Staff photo and forwarding it to the Operations Officer [ITP, CCA providers].
Informing staff when the pass is ready for collection.
Any other duties assigned by the Principal, SLT and Curriculum Manager. Disclaimer The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Please visit our website at https://www.sji-international.com.sg/about/employment for more details. Interested parties please apply via mycareersfuture or JobStreet. Only Singaporeans or PRs need apply. We regret that only shortlisted candidates will be notified.