JOB FAMILY – Administration and Operations

Job Name / Personal Assistant
Job Code / ADM02/08
Job Summary / Provides secretarial and administrative support to the Principal, and to act as a communications conduit for the Principal with other staff, stakeholders, and as necessary with external parties.
Assist the Principal, and on occasion the Deputy Head of School and other designated staff, to ensure the smooth establishment and running of the school, including a high degree of independent work that will require setting goals and tasks that will be approved and confirmed by the Principal.
Main Accountabilities /
  • Provides secretarial and administrative support e.g. filing, diary management, taking minutes, typing complex and routine correspondence from rough draft, handwritten notes, machine dictation, or general verbal instructions
  • Ensures all documents are prepared with accuracy, in a timely manner in appropriate ESF style and format
  • Answers telephone calls, distributes messages, handles enquiries and follows up
  • Arranges schedules and attends council or committee meetings; arranges venues for meetings, informs members of the agenda of meetings and takes and transcribes minutes of meetings
  • Makes catering arrangements for functions and meetings, when required
  • Arranges and schedules flight arrangements and prepares itineraries for overseas trips when necessary
  • Staffing matters including appointments; staff contract correspondence, interview schedules, liaising with HR department on staffing matters
  • Acts as meeting secretary to School Council, including preparing agenda and reports, attending School Council meetings and producing Minutes and Summary Reports
  • Coordinates and distributes PTA monthly reports
  • Other roles as directed by the Principal

Typical reporting relationship / Senior Manager, Director or Principal
Minimum typical education / Secretarial or Office Administration course or equivalent
Minimum typical experience / Minimum of 7 years secretarial or high level administrative support experience in a medium to large organisation
Core Professional/Technical Competencies required / Abilities
  • Proficiency in MS Word, Excel and Other Microsoft applications
  • Ability to compose routine letters following established standards
  • Fluency in oral and written English; Cantonese (an advantage)
  • Applies competent office administration skills
  • Excellent interpersonal skills
  • Excellent organisational skills
Knowledge
  • Applies excellent understanding of school’s or department’s major functions, work methods and procedures and their interrelation with other department’s responsibilities and activities
  • Applies knowledge of ESF’s organisation and familiarity with key personnel

Core Soft/Transferable Competencies required /
  • Collaboration
  • Communication
  • Result Orientation
  • Planning and Organising Work
  • Customer Service
  • Initiative
  • Integrity
  • Confidentiality
  • Flexibility in terms of work hours

Development/Training to supportrole competencies / Development activities
To be negotiated as part of the PRD (Professional Reflection & Development) process
Relevant courses
To be negotiated as part of the PRD plan
Notes:
PA to the Principal is expected to:
  • Be available to support the Principal and school at a variety of events, including some out-of-hours occasions

Confidential