Job Description

Experience

Wellington College International Pune is seeking an experienced Executive Assistant to the Master, with the role also encompassing School Office Manager. The postholder shall provide effective and confidential support to the Master and, in addition, ensure the smooth running of the School Office. By nature, this will be a role that will require flexibility and adaptability. He/She will be expected to create and maintain a professional and efficient front office that models the values and quality commensurate with the vision of the school. The role will project a professional image through in-person, online and telephone interaction, independently performing complex and diverse administrative duties under guidance from the Master. Activities will include interaction with school stakeholders and exposure to sensitive information requiring considerable use of tact, diplomacy, discretion and judgment. The role requires strong communication skills and to be highly motivated, organized, and able to work under pressure to manage multiple priorities and longer-term projects as well as exceptional interpersonal skills. A high level of proficiency in MS Office is essential.

Main Task and Responsibilities:

Key Responsibilities

Provide efficient administrative support to the Master and also to SLT members during the preparation year as required. Ensure all visitors receive a warm welcome in accordance with safeguarding procedures and provide hospitality as required. Provide advice and guidance to staff on administrative issues. Assist with implementation and coordination of emergency procedures. Have full line management responsibility of the school office team including recruitment, appraisals and performance management. Responsible for the continuing training and development of office staff.

Administrative Support to the Master

Proactive diary management, arranging appointments and meetings for the Master. Be responsible for collating information, documents and statistics for reports to the Governors as authorised by the Master. Prepare documents for different inspections, as directed by the Master who oversees the school's inspection preparation. Take and distribute minutes for meetings attended, not limited to the Weekly SLT meeting and School Affairs Board meetings etc. Translate documents or conversations for the Master when needed. Coordinate the annual updates to the school handbooks and policies as and when required by the Master. Coordinate logistical details for internal and external meeting and events. Use the school finance system in accordance with the school financial regulations and policies to place purchase orders and seek approval for payment. Keep safe records and use appropriately the school credit card or travel cards for business purposes in line with the school financial regulations and policies. Assist with the preparation and production of the school master calendar. Undertaking such other duties of a similar nature as required by the Master.

Oversee the Operation of School Office

Maintain pupil data and parent accounts. Keep track with pupils' withdrawal and re-enrolment. iSAMS pupil data maintenance. iParent Account Management. Maintain student attendance records and ensure all non-authorised absences have been followed up and recorded accordingly. Monitor the office supply inventory. Supervise the day-to-day work of the administrative function of the school office to ensure an effective and efficient admin support service across the school. Contribute towards the planning, development and organization of the support service systems, procedures, and policies. Have full line management responsibility of the school office team including recruitment, appraisals and performance management.
Job Types: Full-time, Permanent

Pay: ?850,000.00 - ?1,050,000.00 per year

Work Location: In person