SCHOOL SECRETARY

About the school

For more than fifty years, the Nord Anglia School Jakarta has offered a high quality international education to children aged from 1.5 to 12 years on an attractive, green campus located in a quiet residential district of South Jakarta (Kemang – Ampera Raya) in Indonesia. Since May 2017, NAS Jakarta has been a proud member of the Nord Anglia Education family of schools. offering an outstanding programmed to both expatriate-and Indonesian children. With 30 nationalities in our community, we value our diversity and strong reputation as a friendly, welcoming school.  

About Nord Anglia Education

At Nord Anglia Education, our schools shape a generation of creative and resilient global citizens who leave our schools with everything they need for success – whatever they choose to be or do in life. 

When it comes to creating memorable learning experiences both within and beyond our classrooms, our passionate staff are experts in their academic and commercial professions and play a vital role in the world-class experience our schools provide. 

We educate more than 75,000 students in 33 countries. Our 87 schools in Asia, the Middle East, the Americas and Europe form our diverse global family.

About the role

We are now looking for an outstanding School Secretary to join our team. You must be fluent in both English and Bahasa Indonesian with proven experience in a secretarial or administrative role.

We offer a professional working environment and an attractive remuneration and benefits package. Initial contracts are for one year with an immediate start date or as available.

Safeguarding

All post holders in regulated activity (having regular unsupervised contact with children) are subject to appropriate national and international vetting procedures including satisfactory criminal record.

Qualifications/Training

Bachelor or degree in business administration, management or related field preffered.

Experience / Knowledge / Skills

• 3-5 years of relevant experience as secretary

• Ability to engage with children with a positive, tolerant and caring

• attitude.

• Excellent communication skills for liaising with parents and staff.

• Good level of English for both verbal and written communication.

• Excellent organisational skills in terms of document preparation and filing systems.

• Excellent computer skills and proficiency in using MS Office.

• Ability to present information clearly and concisely.

Personal Attributes

• High levels of personal integrity

• Conscientious and able to focus on completing work to a consistently high standard

• Excellent organisational and time-management skills; high attention to detail

• Flexible with a positive approach to work

• Proactive and enthusiastic

• A team player to support others and the school

• Keen learner and continually strive for improvement

KEY RESULT AREA

Engagement and Interaction – Ambassador to the NAS Jakarta Community

• Be the first point of contact for parents visiting school, assisting with their enquiries or concerns.

• Answer and transfer incoming calls. Record and forward messages appropriately and promptly.

• Greet and welcome guests, ensuring an appropriate member of staff meets with them in a timely manner and that a meeting space room is prepared.

• Maintain the-appearance of the reception and lobby, ensuring a professional and welcoming environment for parents and visitors to the school.

• Receive and dispatch couriers and school mail/documents ensuring that outgoing school mail/documents are sent to the relevant receivers on time, with accurate records maintained.

• Receive and accurately record all invoices and pass on to the Finance department on a daily basis.

• Be responsible for the email address, checking and responding daily to the emails received.

• Ensure all information regarding the safety and well-being of the students is passed appropriately to the relevant members of staff.

• Check that the iSAMS class registers are completed and record any late students, providing them with late slips.

• Print all registration sheets out every morning by 08:15 in case of emergency evacuation.

• Call absent students by 09:30 and record any children who are sick, late to school or who leave early, adjusting the iSAMS registers accordingly and keeping teachers informed.

• Make phone calls home to parents as requested by senior leaders or teachers.

Administrative Support

▪ Provide the Principal with PA support.

▪ Provide the Senior Leadership Team (SLT) and Admin departments with secretarial support.

ECA Administration

• Liaise effectively with the school’s Senior Leadership Team, Purchasing Officer, Finance department, IT department and teachers to arrange a broad, engaging ECA programme.

• Ensure clear and prompt communication with parents, teachers, TAs and students.

• Pass parent enquiries or concerns to the correct members of staff for follow-up.

• Ensure all ECA registers are up to date and any absences are correctly recorded. Pass any changes to the ECA programme appropriately to the relevant members of staff and ECA providers.

Bus Administration NOT CURRENTLY REQUIRED

• Manage enquiries and registration for the bus service.

• Communicate directly with the bus company regarding numbers of children on the buses.

• Update the bus registers daily for absent children and record in iSAMS.

• Communicate directly with the duty staff and parents regarding any issues relating to the buses.

PERSONAL SPECIFICATIONS – Skills Knowledge and Experience

• Ability to engage with children with a positive, tolerant and caring attitude.

• Excellent communication skills for liaising with parents and staff.

• Good level of English for both verbal and written communication.

• Excellent organisational skills in terms of document preparation and filing systems.

• Excellent computer skills and proficiency in using MS Office.

• Ability to present information clearly and concisely.

• Previous experience in a school environment.

Personal Attributes

• High levels of personal integrity

• Conscientious and able to focus on completing work to a consistently high standard

• Flexible with a positive approach to work

• Excellent organisational and time-management skills; high attention to detail

• Ability to work to tight deadlines and able to prompt others to ensure deadlines are achieved

• Adaptable to working in a fast paced, ever changing environment

• Ability to work under pressure and remain calm

• Proactive and willing to take on multiple tasks

• Self-motivated and enthusiastic

• Able to work independently

• A team player, willing to help and be flexible

• Continually strive for improvement

Other

• Must hold a current Enhanced Criminal Records Bureau Disclosure or equivalent for countries lived in outside of the UK.

• A commitment to safeguarding and promoting the welfare of all pupils. All Nord Anglia employees are required to undertake regular child protection training.

• All staff are required to manage effective personal development as part of the school’s commitment to invest in staff as the key resource in the organisation.

• All staff must ensure that they meet their statutory responsibilities regarding Health and Safety, Cyber Security, Equal opportunities and other relevant legislation, and should conform to the professional and ethical requirements as an employee of Nord Anglia Education.

We are ambitious for our students, our people and our family of schools. We believe that:

• There is no limit to what every person can achieve.

• Creativity and challenge help us get better every day.

• Learning should be personalised.

• Unique global opportunities enhance the learning experience.

The NAE Commitment

At Nord Anglia Education, we work every day to inspire our schools, our students and our employees to be the best they can be, and we are ambitious for them all to achieve more than they thought possible in their personal, social and academic endeavours. Within our family of schools, this aspiration is underpinned by a commitment to always act with respect, integrity, openness, courage and ambition. These qualities are the foundation of how we approach our work and roles within NAE and are shared by everyone in our global family.