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General information

Business unit
Hiba Academy Nantong
Working Calendar
Non Academic

Description & Requirements

Role Description 

 

JOB TITLE

School Office Officer

 

DEPARTMENT

School Office

 

SUPERVISOR

School Office Manager

 

OBJECTIVE:

The prime responsibility of the School Office Officer is to manage the Secondary School’s academic administrative logistics, providing high-level administrative support to the Head of Secondary and the Academic team. The Officer will lead, manage, and coordinate all aspects of internal and external examinations, ensuring the highest standards of integrity, accuracy, confidentiality, and compliance.

 

Working collaboratively with teaching staff, the Head of Secondary, and relevant school officers, the Officer will ensure the seamless delivery of academic admin processes, the secure handling of all examination materials, and the accurate and timely processing, recording, and communication of examination entries and results.

 

The Officer will also provide operational oversight of exam administration, including the coordination and training of invigilation teams, the rigorous enforcement of exam security protocols, and the preparation of reports and data analysis to support school planning and improvement. Ensuring an inclusive exam environment through the management of access arrangements for pupils with approved needs is a core requirement of this role.

KEY RESPONSIBILITIES

 

Exam coordination 

Exam planning and coordination

  • Develop and publish detailed exam timetables for all academic programmes
  • Coordinate exam venues, seating arrangements, and special accommodations
  • Manage relationships with external examination boards (e.g. Cambridge, Pearson, IB, AQA, etc)

Logistics and resource management

  • Order, securely store, distribute and return all exam papers/materials
  • Ensure all exam venues meet required standards, including furniture, signage, equipment etc
  • Manage inventory of exam stationery and materials
  • Arrange transportation of exam scripts to/from external markers/boards

Invigilation management

  • Recruit, train, brief, deploy and manage teams of invigilators
  • Ensure invigilators understand regulations and procedures
  • Address issues or incidents during exams promptly and fairly

Compliance and integrity

  • Ensure strict adherence to institutional, national and international exam regulations
  • Implement and enforce robust security protocols for exam papers and data
  • Investigate and report suspected cases of malpractice according to procedures
  • Manage access arrangements for pupils with approved special needs

Results processing and communication

  • Coordinate receipt, secure storage and distribution of exam results
  • Process results accurately within institutional systems
  • Handle sensitive pupil information confidentially and in compliance with data protection laws
  • Respond to pupil, staff and parent queries regarding exams and results

 

Academic Admin Logistics 

  1. Diary & Itinerary Management
  • Maintain and manage the Head of Secondary’s schedule to ensure all commitments are met.
  • Arrange and adjust travel plans as required, including booking flights, accommodation, and transportation.
  1. Travel Arrangements & Expense Claims
  • Arrange Secondary School travel-related bookings and confirm details.
  • Process expense claims accurately and promptly.
  1. Meeting Coordination & Translation
  • Schedule daily meetings, book meeting rooms, and prepare relevant materials.
  • Provide translation (verbal or written) between Chinese and English during meetings when required.
  1. Timetable & Teaching Arrangement Coordination
  • Support the Head of Secondary in preparing and adjusting timetables to ensure smooth teaching operations.
  1. Division Event Coordination & Support
  • Coordinate and provide support for division events (academic, cultural, parent meetings, etc.).
  • Liaison with different stakeholder for a smooth communication 
  1. Academic Report Support
  • Assist the Head of Secondary in preparing mid-term and end-of-term academic reports, including data compilation and formatting.
  1. Parent-School Communication
  • Manage daily parent-school communications, including information sharing, meeting arrangements, and follow-up actions.
  • Collect and address parent feedback, ensuring issues are resolved and closed in a timely manner.
  1. Academic System Operation Support
  • Support operations in academic management systems (e.g., timetable systems, grade management systems) as required by teaching needs.
  • Support operations in academic management systems (e.g., timetable systems, grade management systems) as required by teaching needs.
  1. Task Completion
  • Complete assigned tasks from the Head of Secondary and Office Manager on time and to required standards.

BASIC QUALIFICATION

  • Bachelor's degree or above
  • A minimum of 2 years' data or related experience
  • Previous experience of managing complex logistics and tight deadlines

 

PREFERRED APTITUDES

  • Proficient in Microsoft office suite and database management
  • Experience handing sensitive and confidential information
  • Ability to manage multiple complex processes simultaneously under pressure
  • Meticulous attention to details, zero tolerance for errors in scheduling, data entry and compliance
  • Clear, concise and professional communication with diverse stakeholders
  • Ability to think critically, resolve issues calmly and decisively during high-pressure situations
  • Ability to manage, motivate and support invigilator teams and collaborate with colleagues