Lower School Administrator and PA to the Deputy Heads of Lower School

Harrow International School Hong Kong is the first international boarding and day school in Hong Kong. It is the third school in the Harrow family of schools in the Asia region and provides a British education from Early Years to Year 13 in custom-built facilities in a stunning location in Hong Kong. The School combines elements of educational philosophy, practice and traditions from Harrow School in London with the international mindedness of a diverse pupil body in Hong Kong. Having opened in September 2012, the School roll is currently around 1600 and the school achieves the best results in Hong Kong at A-level and GCSE. We were delighted to have featured as one of the top Schools in the World, top 10 Schools in Asia and one of the leading schools in Hong Kong according to the Spear’s Index and CARFAX Index since 2020. Harrow Hong Kong is, however, about much more than academic results and our pupils excel in music, drama, sport and art as well as service and charity work. Our pupils go on to some of the most prestigious universities across the world including Oxford, Cambridge, Imperial College London, Durham University, University of Exeter, The University of Edinburgh, Harvard, Stanford, Yale, Princeton University, UPenn, UC Berkeley, The University of Hong Kong and Tsinghua University.

Job Title: Lower School Administrator and PA to the Deputy Heads of Lower School 

Job Purpose: To provide seamless administrative and operational support to the office of the Lower School and to provide administrative services to the Deputy Heads of Lower School 

Start Date: November 2024 to April 2025 – Maternity Cover 

 Tenure: Full time, temporary 

Reporting Line: Lower School Office Manager and PA to the Head of Lower School 

Job Description 

Education is ever-changing and all staff are expected to participate constructively in school activities and to adopt a flexible approach to their work. Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. The post holder will be expected to comply with any reasonable request from the line manager to undertake work of a similar level that is not specified in this job description. This job description will be reviewed regularly and may be varied in light of the business needs of the school.

Lower School Administrator: 

• Serving the Lower School reception area and providing quality customer service to all visitors, pupils and parents
• Handling telephone enquiries from parents, and referring to relevant staff members where appropriate
• Assisting and producing various and numerous spreadsheets, labels, paperwork and laminating documents required for Lower School activities and events
• Assisting the Lower School Office Manager on generating the Lower School Super-Curriculum Activities (SCAs), Co-Curricular Activities (CCAs) database and answering enquiries from parents, pupils and teachers
• Handling day to day administration of the Lower School such as data entry, filing, faxing, handling lost and found property
• Assisting and providing logistical support to the Lower School teachers for different meetings and events, including but not limited to venue reservation, catering arrangements, etc
• Handling catering requests and arranging parking for parents and visitors with the Facility Management office
• Working in close liaison with the School Bus Coordinator to ensure accurate information is being communicated to parents and pupils regarding dismissal instructions
• Working in close liaison with the Lower School Office on any ad-hoc tasks that the Lower School Office needs to support

PA to the Deputy Heads of Lower School: 

• To provide assistance and administrative support to the Deputy Heads of Lower School, including:
• Supporting the Deputy Heads of Lower School for all needs, including daily administration, calendar management, project coordination, data collection, delivering presentations, translation and minute taking for meetings and following up on parent calls, etc
• Assisting the Deputy Heads of Lower School on organising and planning of Lower School termly timetables
• Assisting and providing logistical support to the Lower School teachers as requested by the Deputy Heads of Lower School for different meetings and events, including but not limited to venue reservation, catering arrangements, etc
• Assisting the Deputy Heads of Lower School in organising and planning of SCAs and CCAs and House events
• Providing task management support to teachers, and the Deputy Heads of Lower School in order to assist in resolving any school-related issues related to parents and pupils

Other responsibilities: 

• Implementing safeguarding procedures at the School
• Undertaking duties as the Head of School or her designated representative may reasonably request.

Harrow Hong Kong is fundamentally committed to safeguarding the children in our care and their welfare is our top priority.

All adults in the School community are expected to follow its Child Protection procedures and are required to undertake safeguarding checks.

Harrow Hong Kong reserves the right to recruit at any stage during the selection process.

Person Specification 

The successful candidate will be likely to fit the following profile: 

Qualifications: 

Higher diploma or above

Skills: 

• Excellent communication skills in English, Cantonese and Mandarin
• Excellent organisational, administrative and IT skills
• Good interpersonal skills with positive and courteous manner
• Proven problem solving skills and ability to multi-task

Experience: 

• A minimum of 2 years working experience in an office environment is required
• Experience working in a multi-cultural environment would be an advantage

Knowledge 

Computer literate

Personal Qualities 

• High levels of personal and professional integrity
• Ability to exercise discretion and confidentiality
• Ability to work as part of a team and independently
• Organised and strong attention to details
• Customer-oriented and a professional approach to internal and external stakeholders at all times
• Personal warmth to gain the confidence of pupils, staff and parents

Attitudes 

• Self-motivated, with good sense of responsibility
• Proactive and a positive ‘can do’ approach in all aspects of the role
• Collaborative approach to team working, both internally and with external vendors
• Flexible, diligent, positive and enthusiastic
• Eagerness and willingness to learn and develop new skills, as required by the role
• High levels of personal presentation, integrity and communication skill

All applicants should have in place the right to work in Hong Kong

Application deadline: 27 October 2024 (The School will review applications on a rolling basis. Please apply immediately.)

Interested candidates please complete the application form on the Online Application Portal via https://career.aisl-edu.com/ Personal data provided by job applicants will be treated in strict confidence and used strictly for recruitment purpose only. Only short-listed candidates will be notified.