Kajang/Bangi/Serdang Jobs Personal Assistant To The School Principal Position at The Alice Smith School

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  • Job vacancies posted on: 12 months ago

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Our company The Alice Smith School is currently looking for candidates who are domiciled in Kajang/Bangi/Serdang and surrounding areas with minimum criteria Not Specified and experienced in the field of Admin/Human Resources & Secretarial/Executive Personal Assistant, as well as behave in a disciplined and honest manner, to then be placed in the position of personal assistant to the school principal and be able to work in full time system.

In accordance of our HRD decision, the net salary we can offer is of RM 1,600 - RM 3,700 per month which is competitive and can be adjusted to the work capabilities that the candidate offers for our company.

Job Info

Company The Alice Smith School
Position Personal Assistant To The School Principal
Region Kajang/Bangi/Serdang
Career Level Senior Executive
Work Experience 5 years
Qualification Not Specified
Type of Work Full-Time
Specialization Required Admin/Human Resources, Secretarial/Executive Personal Assistant
Minimum Salary MYR 1.550
Maximum Salary MYR 3.700

Purpose

The Personal Assistant provides a professional standard of assistance for the School Principal. The purpose of the role is to support the day-to-day life of the school by providing a wide range of strategic and operational administrative support, in particular by leading on all areas of administrative support relating to the statutory function of a Personal Assistant to the School Principal. The Personal Assistant plays an active part in supporting the community through excellent communication, collaboration, responsive problem solving and by maintaining a professional image at all times. The role also serves as the primary point of contact for internal and external constituencies on all matters pertaining to the School Principal.

Expectations

The Personal Assistant must be able to demonstrate that the role is an effective professional who supports the school administration by:

  • Possessing and developing the IT skills and knowledge necessary to support the administrative needs of the school.
  • Demonstrating team commitment and building trust and confidence.
  • Communicating sensitively and confidently with parents, students, teachers and colleagues, conveying ideas clearly and working respectfully and collaboratively.
  • Showing initiative in decision making and problem solving, considering different perspectives, variables, pathways and outcomes.
  • Being flexible and adaptable, thinking creatively and multi-tasking to handle a multitude of projects/concerns/enquiries. This includes a high level of organisational skill and time management.
  • Demonstrating forward thinking in working independently, at times with minimal supervision.
  • Being a team player by striving to make the work environment as cheerful and productive as possible and by maintaining a positive and solutions-focused attitude.
  • Displaying honesty and integrity in all aspects of their interactions with others and seeking to establish positive and supportive working relationships.
  • Displaying a proactive attitude to their own professional growth and support that of their fellow team members through the sharing of practice, leading on and taking part in training and seeking out opportunities for further growth and development.
  • Able to manage events or projects as assigned by the School Principal from conception to conclusion ensuring successful delivery within budget and timeline constraints.

In addition, to be an effective team player, the Personal Assistant is expected to have, or demonstrate the capacity to develop, skills and attributes in the following key areas which are deemed essential for the position:

  1. Learnability
  2. Resilience
  3. Agility
  4. Collaboration
  5. Verbal communication
  6. Written communication
  7. Creativity
  8. Problem-solving
  9. Kindness, compassion and empathy

Desirable Skills & Experience:

  • Specific experience of working in a school
  • Passionate about education
  • Experience of managing Zoom meetings, school events
  • Experience in iSAMS and GMASS
  • Experience with Google and Windows
  • Experience with Adobe Creative Cloud, e.g. Photoshop and InDesign, Canva, Video Maker
  • Excellent written and spoken English.
  • Experience in event or project management

Main responsibilities

Administrative Tasks

The nature of this role means that the Personal Assistant must be responsive to the needs and demands of the school on a daily basis. The following examples represent some of the administrative tasks that the Personal Assistant should expect to undertake:

  • As PA to the School Principal you are the school’s ambassador, and will be expected to act with intelligence, courtesy and discretion accordingly.
  • To plan, coordinate and ensure the Principal’s schedule is fit for purpose and to prepare notices of meetings and agenda papers; minute taking, production and distribution of minutes.
  • Providing a ‘gatekeeper’ and ‘gateway’ role for direct access to the Principal’s time, as appropriate.
  • Closely working with the Principal ensuring timely notice is given of all upcoming commitments and responsibilities and to follow-up appropriately, including the preparation
  • of briefing papers and research.
  • To deal with Parent/Guardian and other external stakeholder queries – especially in the absence of the Principal and decide how to screen telephone calls, enquiries and requests and handle them or delegate to others as appropriate using discretion.
  • To welcome and look after external visitors on behalf of the Principal to ensure the schools are an environment that represents high standards as well as that refreshments are available.
  • To work effectively with colleagues to achieve the aims and objectives of the organisations.
  • To ensure appropriate systems and processes are developed and maintained to support the effective and efficient day to day running of the Principal’s office.
  • To maintain the Principal’s official school social media accounts.
  • To maintain the school calendar, main venue bookings and school documentations are updated for internal references.
  • To carry out a range of additional duties that may arise from time-to-time in accordance with the nature of the role.
  • To support from time to time to support the School Principal with personal administration.
  • To be willing and enthusiastic in engaging with continuous professional development.
  • To undertake any other duty as specified by the Academic Support Manager, Senior Leadership Team not listed above.

Events

Whether face-to-face or virtual, school events are pivotal to the reputation, functioning and sense of community of our school. It is important that we run our events professionally and sensitively. The Personal Assistant plays a crucial role in overseeing the logistical arrangements of events under the oversight of SLT. This may include the following:

  • Assisting with any academic-related event, particularly those under the oversight of SLT.
  • Overseeing communication with relevant departments and individuals around the organisation of meeting rooms, such as booking space, arranging furniture.
  • Assisting with the management of guest lists for school performances and special events, both at the school and at external venues.
  • Assisting with the distribution of invites, via email or post.
  • Organising refreshments and assisting with any other preparations, such as signage, liaising with the relevant departments, such as Maintenance and Domestic.
  • Producing performance programmes and other related materials (electronic or hard copy).
  • Coordinating the preparation of presentations, assemblies and celebration events overseen by SLT (preparation of awards and certificates) and supporting other school events where appropriate.

The duties and responsibilities of this post may vary from time to time according to the changing demands of the school. This job description may be reviewed at the reasonable discretion of the Principal in the light of those changing requirements and in consultation with the post holder. In any event the Principal/Head of School reserves the right to review and amend the job description.

The Personal Assistant is accountable for these responsibility areas to the Academic Administration Manager, who is also their line manager. The performance of the Personal Assistant in these key responsibility areas is reviewed over the year as part of the school’s formative appraisal process.

The Alice Smith School is committed to safeguarding children and young people through safer recruitment practices. The school’s recruitment protocols adhere to the standards set for accredited British Schools Overseas. Candidate references will be checked and qualifications attested. Disclosure and Barring Service (DBS), International Child Protection Certificate (ICPC) or local police checks are required, together with a Statement of Medical Fitness. 

Interested applicants are invited to apply online by submitting a current detailed resume before 26 May 2023. Only shortlisted candidates will be notified.

Office/Company Address

Country Malaysia
Region Selangor
City Kajang/Bangi/Serdang
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Benefit

  • Work Life Balance
  • Friendly Working Environment
  • Competitive Salary and other benefits

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Company Description

The Alice Smith School is one of the most prestigious and respected British international schools in Asia. It has an established reputation for excellence, and as a not-for-profit educational foundation, all the school’s resources are focused on the wellbeing of students. The school is one of the first schools in Malaysia and earliest in South East Asia and wider afield to be accredited as a British School Overseas by the Department for Education in London and is graded as outstanding.

The School resides on two campuses. The Primary Campus caters to students from Pre-school to Year 6 in the city centre, while the beautiful purpose-built Secondary Campus in Equine Park situated on 25 acres of land caters to students from Years 7 to 13 and offers GCSEs and A Levels.

Since its founding in 1946, the school has grown into a diverse and dynamic community with 1,600 students from close to 50 different nations. The core of the student body comprises the founder nationalities of Britain, Australia, New Zealand and Ireland and later as the school matured, the children of alumni. With more than 70 years of history, the school has a rich educational heritage and an extensive web of alumni globally.

The school is a member of FOBISIA (Federation of British International Schools in Asia), COBIS (Council of British International Schools), ISC (Independent Schools Council), EARCOS (East Asia Regional Council of Schools), and CIS (Council of International Schools).

The Alice Smith School is anchored in the English National Curriculum. The school is committed to leading excellence in learning, teaching and curriculum creativity. We provide a stimulating, challenging and joyful ethos where every individual is valued and their achievements celebrated.

We value, and aim to educate, the whole child. We want our students to lead successful adult lives, enriched and empowered by a passion for lifelong learning. Our teachers are not simply concerned with the transfer of academic knowledge and skills; we deliberately develop values and wider understanding.

Our broad and balanced curriculum is designed to stimulate every student’s capacity to learn whilst providing the opportunity to develop higher-level thinking skills including creativity, problem solving and highly effective communication.

Reflecting the very best of British education provision enhanced and enriched by our international context, our students are encouraged to become proficient lifelong learners through the explicit development of the KLASS learner attributes:

  • Happiness and Health
  • Respect
  • Community Mindedness
  • Independence
  • Communication
  • Problem Solving

Visitww.alice-smith.edu.myfor more details.

Company Info

  • Industry: Education
  • Registration No.: 1923-A
  • Company Size: 201 - 500 Employees
  • Average Processing Time: 17 days
  • Benefits & Others: Medical, Parking, Regular hours, Mondays - Fridays, Business (e.g. Shirts), H&S, Dental
  • Specific Location: Seri Kembangan
This vacancy is suitable for those of you who live in the following areas: Selangor