Wellington College Education (China)

Role Description

JOB TITLE

Junior School Office Assistant

DEPARTMENT

School Office

LOCATION

Shanghai

SUPERVISOR

School Office Manager

OBJECTIVES

We are seeking a proactive, organised, and service-oriented individual to join our school office team as a Junior School Office Assistant. In this front-line role, you will be stationed at the main reception desk, serving as the welcoming face and first point of contact for our school community. You will ensure smooth daily operations at the reception area while providing essential administrative support to the team. The ideal candidate is a team player with excellent communication skills, a keen eye for detail, and a passion for supporting a vibrant international school community. 

KEY RESPONSIBILITIES

Reception Management

• Act as the first point of contact for all visitors, parents, staff and pupils, delivering a consistently warm, professional and welcoming service.
• Maintain a tidy, organised and welcoming reception area, ensuring front-of-house standards are upheld throughout the day. Professionally manage all incoming communications, including phone calls, emails and in-person inquiries with clarity and confidence, directing them appropriately.
• Register and approve visitors through the visiting system, verify individuals in the reception area—ensuring everyone wears a lanyard for identification during school hours and enforce school visitor policies, maintaining a secure log.
• Support access control through the issuance, tracking and record-keeping of pupil cards, guardian cards and staff access cards.

Pupil Support

• Offer friendly, approachable guidance and support to pupils across all year groups on daily matters.
• Assist pupils with minor requests, such as contacting parents (with permission), providing basic first aid supplies, checking timetables or directing them to appropriate staff.
• Support attendance monitoring by receiving and recording late arrival/early leave notes, issuing early leave forms, and alerting relevant staff of unexplained absences.
• Facilitate early pick-ups and late arrivals by verifying parent/guardian identity and notifying teachers or after-school care.
• Manage the lost and found process through EDU365, including organising lost items in the lost and found room to maintain cleanliness and tidiness. Label all named items for return to the relevant school phases and photograph unnamed items before uploading them to the EDU365 platform.

Administrative & Operational Support

• Assist with general administrative tasks, including maintaining and organising pupil files, processing leaver documentation and updating relevant spreadsheets and records.
• Process payments for school activities, trips and events using the school’s financial system, ensuring accurate record-keeping and receipt issuance.
• Manage the full cycle of stationery and office supplies, including ordering, distribution, and stock control and monthly payment—to ensure consistent availability.
• Reconcile SF Express and DHL invoices monthly, allocate accounts and process payments accordingly. Also conduct monthly reconciliation with Ctrip, coordinate with relevant applicants to submit payment requests promptly, ensuring uninterrupted daily travel bookings.
• Assist with meeting room bookings and physical setup, ensuring rooms are prepared and equipped as required.
• Support calendar management for key platforms (e.g., iSAMS, Outlook and EDU365) to maintain accuracy and prevent scheduling conflicts.
• Provide translation support (English/Chinese) for documents, communications and in-person interactions as needed.
• Coordinate effectively with internal departments and external vendors (e.g., maintenance, cleaning) to ensure operational efficiency.
• Flexibility to work occasional overtime to support school events or critical deadlines.
• Assist in disseminating daily bulletins, memos and reminders to staff.
• Maintain and update physical notice boards and digital information screens in the reception area with current school news, event calendars, AQI and temperature reminder and announcements. Create event signage as required.

BASIC QUALIFICATION

Education & Language

• Bachelor’s degree (or equivalent professional experience).
• Proficient in spoken and written English and Chinese.

Experience

• Previous experience in a reception, administrative, or customer-facing role, preferably within a school or educational environment.
• Familiarity with office management systems, calendars, and basic financial processing.
• Experience with iSAMS (desirable); strong data accuracy and confidentiality practice.

Skills & Attributes

• Excellent interpersonal and communication skills, with the ability to build positive relationships and interact effectively with individuals at all levels—pupils, parents, staff, and senior leadership.
• Confident and clear communicator, both in person and over the phone.
• Highly proactive, with exceptional attention to detail and a strong customer-service orientation.
• Reliable, adaptable, and possesses a “can-do” attitude.
• Fluent in both English and Chinese (verbal and written).
• Advanced Microsoft Office skills (Word/Excel/PowerPoint).
• Demonstrates Wellington values: Kindness, Respect, Responsibility, Integrity and Courage.

As an employer of choice, Wellington College Education (China) is committed to making professional learning and personal development central to its ethos and approach. WCEC fully recognises its responsibilities for safeguarding children. Our safeguarding policy applies to all staff, governors and volunteers working in the Group.