Wellington College China

Role Description 

JOB TITLE

Early Years Secretary

DEPARTMENT

Early Years Centre

LOCATION

Shanghai

LINE MANAGEMENT

Executive Head of Early Years

OBJECTIVES

Wellington College International Shanghai is seeking an experienced Secretary to provide support to the Early Years. The secretary will create and maintain a welcoming and efficient front office that emphasizes organization, professionalism, courtesy, flexibility, and teamwork. The role will project a professional image through in-person and telephone interaction, independently performing complex and diverse administrative duties under guidance from the Head of School. 

Activities will include interaction with students, parents and staff and exposure to sensitive information requiring considerable use of tact, diplomacy, discretion and judgment. The role requires strong communication and interpersonal skills. 

Duties include serving as a receptionist, answering phones, distributing incoming mail, processing a variety of student and school administrative information and data, assisting with student enrollment/registration, daily recording of student attendance, coordinating student field trips and school events, preparing correspondence, letters, spreadsheets and other word processing documents as needed. Further duties include liaising and coordinating with other departments of the school to complete tasks assigned.

KEY RESPONSIBILITIES

• Support Head/Deputy Head/Deputy Bursar of Early Years and academic team where needed to complete assigned tasks.
• Budget preparation and expense track and management according to requirement of academic team. 
• Preparation communication content with parents and conduct translation between Chinese and English where needed.
• Service as receptionist to answer phone calls or parents’ questions in a professional manner.
• Coordinate and respond to parents’ email professionally and ensure information to be shared/collected correctly with related teachers or non-academic team.
• Support academic activities or events.
• Coordinate with purchase team to order academic related resources and mange deliveries and payment.
• Coordinate Academy arrangements as a main contact.
• Support with minute-taking for all meetings including but not limited to Senior Management Team Meetings and Class Representative Meetings.
• Ensuring all minutes are accurate and distributed in a timely fashion to support the smooth running of the school.

JOB QUALIFICATION

• Good communication in English and Chinese
• Strong interpersonal skills
• An excellent track record in administrative work with office management experience
• Advanced knowledge of Microsoft Office applications (Outlook, Word, Excel)
• High level motivation and patience with a keen sense of personal organization and responsibility
• Bachelor’s degree (minimum)