Administrative Assistant

For this position, applicants must complete the English language version of the application form - here

Key Responsibilities:

The Administrative Assistant reports directly to the Director of Business Services and is responsible as part of a team for the effective operation of the school Administration Department. In particular, the Administrative Assistant will have the following duties:

• Supporting the Senior Administrative Coordinator with the administration of school trips;
  • Assist with ensuring the trip organiser properly considers the value added and cost effectiveness for the student
  • Obtain quotations, and submit the budget request for approval
  • Book transport / hotels / service providers / flights, trip Insurance
  • Liaise with the trip organiser and providers on headcount, to ensure the final invoices are correct and submit for authorisation
  • Prepare and submit trip documentation and letters as required by the Ministry of Education
  • Assist with keeping the trip and subscription trackers up to date
  • Support members of staff with their reimbursement / purchase requests / cash advance requests to the Accounts team
  • Attend trips and trip pre-visits as and when required
  • Keep up to date with school trip best practice and legislation to ensure health and safety and safeguarding requirements are met
  • Liaise with and support the schools Educational Visits Coordinator with risk assessments, documentation and permissions, trip information sharing and post trip evaluation as and when required
• Support members of staff with their reimbursement, purchase and cash advance requests to the Accounts team
• Liaise with and arrange travel quotes and bookings for members of staff with the school’s travel providers.
• As part of the Administration team ensure that the school “enquiries” mailbox is effectively managed
• Assist with enquiries and concerns from other members of staff and parents
• Undertake routine administrative tasks including updating databases, directories and the school management information system for changes in parental, members of staff and student data
• Assist with the reporting and control of students at the Bus Holding Area each school day
• Liaise with the school’s contracted bus service provider, the school and parents to make changes to routes, passengers, pick-up times etc
• Communicate with members of staff, students, parents and outside providers to coordinate activities, exchange information and resolve issues or concerns
• As part of the Administration team assist with the management of student attendance at the school including liaising with parents
• Support the management of the canteen menus onto the school’s website, intranet and display TV screens around the school
• Ensuring that the provision of catering is approved and according to request, for example for school events and trips and venues are booked appropriately (e.g. Chatrium) for off site events
• As part of the Administration team manage the on site daily catering provision according to required standards and feedback making suggestions for improvement and working with parents, members of staff and the catering provider
• Produce monthly reports, for example, catering, school bus etc
• Support the processing of online subscriptions and managing the school credit card including associated reimbursement claims
• Help ensure the professional appearance of waiting areas in reception, administration areas (1st and 2nd floors) and at the school entrances and shared common areas (e.g. staff room)
• Undertake the translation of English to Thai and Thai to English for meetings, documents, phone calls etc.
• Update student records and produce summary data from school leaders
• Assist with the organisation, paperwork and invigilation of internal tests and competitions
• Undertake ad-hoc administrative duties from time to time including supporting special events in the school e.g. Admin staff trip, Speech Day, Concerts, FOBISIA, Proms, Parent Teacher Conferences, Information evenings etc
• Other ad hoc duties as requested.

Professional Expectations:

The Administrative Assistant should have the following qualities:

• Possess at least bachelor degree
• Be positive, engaging and friendly in manner to all members of staff, students and visitors to the school
• Be professional, neat and presentable both in the work and tasks undertaken and in their personal appearance
• Have a “can-do” approach be efficient and accurate in dealing with work and duties assigned
• Have a good spoken command of English and Thai and competent written skills in both languages
• Be flexible in their approach to work and enjoy working as part of a team
• Uphold and promote the school policy on Spoken English
• Deal with information with the appropriate confidentiality as required
• Promote a favourable impression of the school at all times, through ways of working and in communication with others
• Undertake duties and responsibilities in accordance with the School’s policies and procedures
• Be able to manage the incoming and regular workload effectively
• Possess excellent organisational skills.

• Staff training and development
• 5-day work week
• Social security
• Health insurance
• Funeral payment support
• Annual bonus