Academic and Executive Administrative Officer

LOCATION

Dover Court International School - Singapore

JOB TITLE

Academic and Executive Administrative Officer

JOB PURPOSE

To provide administration and support for the academic functions listed below

REPORTING TO

Secondary Headteacher and Secondary Senior Leadership Team

DIRECT REPORTS

None

OTHER KEY

RELATIONSHIPS

Senior Leadership Team, Executive Leadership Team, Teachers, Data Base and Examinations Officer

PACKAGE

Admin pay scale

KEY RESULT AREA

MEASURES OF PERFORMANCE

Academic Reporting

• To set up, produce and maintain the school academic reporting system. This includes the termly school report for every student and reports for each assessment period.
• To ensure reporting structures meet the agreed school calendar deadlines.  
• Support Senior Leaders with reporting procedures.
• Create and maintain reporting cycles and templates in iSAMS, using SQL.
• Resolve technical difficulties and support teachers to ensure completion of student reports.
• Check that reports are accurately completed once teacher input is finalized.
• Coordinate the final publication of reports to the parent portal online.
• Complete the teaching sets for the Primary School in iSAMS.

Academic reports are produced to meet deadlines, with accuracy and efficiency.

Senior Leaders are supported with technical assistance for reporting procedures.

Reports and templates are kept up to date to meet the needs of the school.

Administrative Support

• Administrative support for the Secondary Senior Leadership Team.
• Working across the leadership team to support with tasks related to data management, ISAMS, attendance, cover, teaching sets, communications, and other ad hoc administrative tasks.

• Manage the Deputy’s / Assistant Head of School’s calendar/diary efficiently.
• Support with implementation and maintenance of an organised administration system for the Secondary school office.
• Assist with the administration of Staff, Pupil and Parent Surveys;
• Support with the maintenance of an effective filing system for pupil records; and

to perform tasks assigned by the line manager as and when required.

Valued member of the academic team and organisation.

Can be relied upon for timely and accurate completion of administrative tasks.

• To provide administrative assistance to the Examinations Officer in preparation for all internal and external examinations
• To support the Examinations Officer in ensuring that external examinations are run efficiently and in accordance with regulations so as to enable all students to succeed.
• To support the Examinations Officer in the distribution of results and certificates.
• Support in organising exam materials, providing safe custody of and organising examination stationery and materials, including question papers, in accordance with regulations.

There are no administration barriers to students’ ability to achieve the grades of which they are capable.

All procedures are conducting within the regulations of the examination boards and this is verified through successful external inspections.

Personal Development

• Continual development through the identification and implementation of your own Personal Development Plan
• Keeping up to date with the requirements of the role. Ensuring attendance at appropriate awarding body and other PD meetings and keeping up to date with the latest procedures and regulations for IGCSE and IB examinations.

Valued member of the academic team and organisation

Examinations are conducted within the latest procedures and regulations

Other

• Promote and adhere to the Company Vision and Values:

• Opportunity - For us, opportunities need to be meaningful, about achieving potential and making progress.
• Impact - For us, impact is about making a difference. It needs to be immediate, positive and lasting.
• Leadership - For us, leadership is about considering the team’s needs as well as your own, setting inspiring examples, being supportive and showing real accountability and responsibility.
• Respect - For us, respect is about listening, being inclusive, showing tolerance and getting the little things right

• All staff are required to manage effective personal development as part of the Company’s commitment to invest in staff as the key resource in the organisation
• Each individual must ensure that they meet their statutory responsibilities and Company policies with regard to Health and Safety, Equal Opportunities and other relevant legislation
• Any other appropriate duties as allocated by the Principal
• Willingness to undertake appropriate child protection training when required
• Know and understand the school’s Safeguarding procedures and who to report concerns to

Valued member of the team and organisation

PERSON SPECIFICATIONS

Qualifications/Training

• Degree

Desirable

Experience / Knowledge

• Good working knowledge of Secondary School structures

Desirable  

Skills

• High level of IT competence

Essential

• Use of iSAMS and Managebacc

Desirable

Personal Attributes

• Organised

Essential

• Excellent interpersonal skills

Essential

• High levels of personal integrity

Essential

• Excellent organisational and time-management skills

Essential

• Attention to detail

Essential

• Ability to work under pressure and remain calm

Essential

• Willingness to take on multiple tasks

Essential

• Proactive and able to prompt others to ensure deadlines are achieved

Essential

• Self-motivated and enthusiastic

Essential

• Ability to work independently

Essential

• Continually strive for improvement

Essential

• Adaptability

Essential

• Sense of Humour

Essential