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Receptionist and Trips coordinator (Secondary Office)

  • Period: Full Time
  • Contract: 1 Year
  • Closing date for applications: 24 October 2016

 

TITLE

 

Receptionist and Trips coordinator (Secondary Office)

 

JOB PURPOSES

The post holder is responsible for attending to visitors and dealing with enquiries on the phone and face to face, and providing secretarial, clerical and administrative support in an effective and efficient manner.

The post-holder will also be involved in supporting teachers to organise domestic and overseas trips for Secondary.

REPORTING TO

Secondary Head Teacher

JOB DESCRIPTION:

 

 

RECEPTION

  1. Be the first point of contact for parents visiting school, assisting with their enquiries;
  2. Answer and transfer incoming calls; take record and forward messages appropriately;
  3. Greet and welcome guests, arrange visiting tours and prepare meeting rooms appropriately;
  4. Maintain the appearance of the reception and other public or meeting areas, ensuring a professional and welcoming environment for parents and visitors to the school;
  5. Receive and dispatch couriers, mail or fax, ensuring that outgoing couriers, mail or fax are sent to the relevant receivers on time, with accurate records maintained;
  6. Ensure all information regarding the safety and well-being of the student is passed appropriately to the relevant members of staff;
  7. To check that the SIMs class registers are completed and record any late students;
  8. Print all registration sheets out in every morning for evacuations;    
  9. Call absent students by 9am and record any children who are ill, late to school or who leave early, adjusting the SIMS register accordingly and keeping teachers informed;
  10. Make phone calls home to parents as teachers’ request;
  11. Prepare notification and military letter at parents’ request;
  12. To inform teachers of new students coming to their classes;
  13. To inform the purchasing manager about the number of students, age, gender and school house for her to order uniform from the supplier every year;
  14. Work in cooperation  with Administrative staff from whole school;
  15. Other duties as assigned by the Secondary Headteacher

TRIPS:

Support teachers to organise school trips/events for Secondary students:

  • Draft annual school trips’ budget
  • Coordinate with purchase coordinator to book flights
  • Negotiate with service providers for the best services and quotations. The services include but are not limited to accommodation, transportation (air tickets, bus, boat…), food, guide, other activities and insurance
  • Ensure all students and staff participating in school trips are covered under the travel insurance plan
  • Proceed all payments which are related to the trip
  • Communicate with trip participants and teachers to collect their feedback on the services. Carry out an evaluation for each service provider and maintain their profile.
  • Record all expenses for the trips/events. Make a finance report after every trip
  • Any other tasks required relating to organising trips.

 

REQUIREMENTS:

 

  • Vietnamese Citizen
  • Degree/Diploma
  • Competent communication skills
  • Good command of English and computer skills
  • Pleasant personality
  • Well-organized; confident and committed

 

WORKING TIME

08:00 AM – 17:00 PM; 5 days a week (Mon- Fri)

APPLICATION

 

Interested candidates should send a cover letter and full curriculum vitae (CV) in English which must include the contact details for two referees and expected salary to:

HR Department

Email: recruitmentvn@bvisvietnam.com

Post: British Vietnamese International School, Vietnam

44-46, Street no. 1, Binh Hung, Binh Chanh, Hochiminh City

The application form can be downloaded below

DEADLINE FOR APPLICATION

24th Oct 2016

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