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1. Personal Assistant
· Be the point of contact for the Headmaster, translating when necessary, using discretion and tact to ensure staff, visitors, students and telephone callers are dealt with by the appropriate person.
· Support the Deputy Head, advising on cultural matters.
· Manage the Deputy Head’s diary;prepare supporting papers for meetings; prioritise work; and conduct research.
· Be proactive in the management of the Deputy Head ’s office; complete translation (verbal and written); take telephone calls; direct and redirect messages; maintain a current jobs list’; draft correspondences;complete a fast and accurate turnaround and distribution of photocopying, documents and emails.
· Provide full administrative duties as required including producing agendas, taking and transcribing confidential minutesof meetings, circulating appropriate papers and logging and updating action points;accordingly, expense reimbursement claims, purchase orders,etc.
· Prepare documents for SLT meetings (and take minutes) .
· Lead executive level visitors’schedule and meetings.
· Organise travel arrangements (car, train and flight tickets), accommodation and visas for the Deputy Head and coordinate travelarrangements for other key visitors and BE Group officials, as required.
2. Office Management
· Maintain a smooth running and efficient Deputy Head’s office by dealing with all administrative functions and scheduling regular events and meetings.
· Support other members of the administration team, ensuring the highest standards are maintained and departments are working together towards shared goals.
3. Other
· Undertake research and project work for related activities and events, as directed by the Deputy Head.
· Perform other reasonable and related tasks, as requested by the Deputy Head.
4. Key performance indicators for this position(KPIs):
· Assist the Deputy Head to build and foster a collegiate and collaborative culture within the school, with other Wycombe Abbey schools and with Group HQ.
· Coordination of scheduled meetings and appointments so that the Deputy Head’s daily schedule flows smoothly and efficiently with limited disruptions.
· Evaluation of and response to internal and external invitations and requests in a timely fashion and without complaints.
· Management and coordination of all work-related travel and conference attendances of the Deputy Head well in advance.
· Prioritisation and monitoring of all forms of communications on behalf of the Deputy Head without time conflicts and ambiguities, especially on culturally-related issues.
· All meeting materials are coordinated and distributed well in advance for attendants and meeting minutes are distributed in a timely fashion after meetings.
· All records are kept in a manner that is easily accessible and retrievable, with confidentiality protected; no confidential information is leaked.
· Be a key,respected ambassador of the Deputy Head as well as the school.
5. Working Conditions
· Required to work in weekend when activities needed.
· Required to work in school holidays as discussed with line manager (will need to be involved in clean upand set up at end of term and beginning of term).
· Meals (breakfast, lunch and dinner) provided when school opens.
6. Qualifications
Minimum Academic required
· A bachelor’s degree in the field of administration, English or a related field.
Professional skills, knowledge and experience required
· Ability to work quickly and under pressure, have an eye for details and be able to handle people with respect, kindness and good humour on the telephone and in person, always maintaining a professional manner.
· High level language skills(both written and verbal) in both Chinese and English.
· Well organised and able to prioritise, as necessary, and to multitask.
· Ability to build and maintain effective and lasting relationships.
· Discreet, with awareness of the need to maintain confidentiality with sensitive matters at all times.
· Tact,resilience and empathy.
· At least three years successfulexperience in a comparable role.
· Experience of managing and maintaining accurate records and filing systems in a busy environment.
· Desired(but not mandatory)
· Knowledge of relevant school policies, procedures and systems.
· Proficiency in digital dictation and transcription.
· Experience in using Office365 and school information management systems (we use iSAMS).
· Experience of working in an international boarding school environment or a multinational company.
7. Personal Characteristics
· Be defined by integrity, high moral standards, clear and open communication, and an understanding of the needs and interests of students, parents, staff, colleagues and the school.
· Be optimistic, confident,resilient, and have a well-developed sense of proportion and humour.
· Be entrepreneurial,hard-working, flexible, problem solving; understand the complexity of the job and the nature of a fast-moving company.
· excellent verbal and written communication skills, and relate positively to colleagues, students, staff, parents and the wider community.
· Have the ability to build and maintain effective and long-lasting relationships.
· Be able to analyse complex issues, reach sound conclusions and resolve issues effectively.
· Be able to respond to changing needs with vision and flexibility, and to translate vision into practical reality.
· Be aware of, respect, and be able to bridge between both Chinese and Western culture in the work environment.
· Enjoy working under pressure in a fast-paced environment with good time and pressure management.
· Smart and professional in appearance.Be interested in shaping the school for the future.