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Asia Pacific Schools
Selangor, Malaysia
Date Added: Mar 15, 2023

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The Asia Pacific Schools, in partnership with The International Schools Partnership (ISP), equips students for local and global success by delivering Amazing Learning and offers both the international and Malaysian National curricula in the Klang Valley, Malaysia. The Asia Pacific International School offers the international curriculum (IGCSE) from Early Years through to Secondary and have been rated 5-Star by the Malaysian Ministry of Education.

The Asia Pacific Schools promotes equality and is an equal opportunity employer that prohibits discrimination and harassment of any kind. We are committed to diversity and inclusion, as well as providing employees with a work environment that is free of discrimination and harassment.

Key benefits:
• A culture of engagement and trust, where staff contributions are recognized and valued.
• A passionate and motivated team of professionals who put children at the heard of decision-making.
• An embedded whole campus commitment to professional development and a commitment to serving others.
• A peer network of like-minded teaching colleagues and support from operations’ staff.
• Access to expertise, best practice sharing and learning opportunities across countries and cultures.
• A commitment to employee well-being.

We also offer:
• Competitive salary
• Pension fund contribution to an Employee Provident Fund (EPF)
• Fee discount for children of employees
• Outpatient and inpatient medical benefits
• Paid leaves: medical, hospitalization, annual leaves, maternity, compassionate, exam/study, etc.

ISP Malaysia – Asia Pacific Schools

We are seeking to hire an Administrator to commence either end August 2023 or 1st September 2023.

Purpose of Role
Post holder will be providing comprehensive administrative support to the international school and work collaboratively with all levels of staff and parents within the school setting.

ISP Principles
Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

Key Responsibilities
1. To provide a comprehensive administrative support to the school leadership and administration.
2. To work collaboratively with all levels of staff, and parents in order to support student wellbeing.
3. To receive visitors to the school and to communicate with courtesy and clarity to all staff, students, parents, carers, visitors, external agencies and the wider community including answering general telephone and face-to-face enquiries.
4. To assist with student and welfare duties including liaising with parents and staff etc.
5. To undertake routine clerical and administrative support duties for Head of Parent Services and Principal, International School.
6. To provide general clerical and administrative support e.g. photocopying, filing, completing standard forms and responding to routine correspondence.
7. To maintain and update all administrative and information systems and processes as required, including retrieving and collating information to ensure delivery of a high-level administrative service e.g. staff and student attendance, SMIPs data updates, etc.).
8. To produce lists, information and data as required e.g. students’ data and to maintain and collate student reports.
9. To collect and distribute incoming mail, despatch outgoing mail as appropriate.
10. To coordinate school information display boards and to ensure these are refreshed regularly.
11. To operate relevant equipment and ICT packages (Microsoft Office).
12. To maintain records of stationery supplies and stock, cataloguing and distributing and order stock and equipment as required.
13. Use initiative in time management to organize own workload in order to meet deadlines.
14. To provide cover for other administrative colleagues when required.
15. To be aware of and comply with all policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, reporting all concerns to an appropriate person as soon as they arise.
16. To attend and participate in relevant meetings as required.
17. Carry out any other duties as assigned by line managers.

Other duties and responsibilities
• Work collaboratively with others to develop effective professional relationships.
• Communicate effectively with parents, students and staff
• Undertake any other reasonable duties requested/assigned as required by SLT or Line Manager, especially regarding the school’s administrative function.
• Always follow the school’s policies and procedures.

Communication, marketing, and PR
• To ensure professional and effective communication and consultation, as appropriate, between colleagues, parents and students at Asia Pacific International School.
• Publicise and celebrate achievements.
• Assist with the organisation of open evenings, consultation events and other events relating to the school.
• To contribute to marketing activities for Asia Pacific International School.

(Please note that this Job Description sets out the main duties associated with the stated purpose of the post. It is assumed that other duties of a similar level/nature undertaken within the section are not excluded because they are not itemised. The duties of this post could vary from time to time as a result of new legislation; changes in technology or policy and in that case appropriate training may be given to enable the post holder to undertake this new/varied work.)

• Fully and positively participate in the school’s performance appraisal scheme in order to develop and enhance personal and service performance.
• Undertake any other reasonable duties requested/assigned as required by SLT or Line Manager, especially with regard to the school’s administrative functions.
• Ensure that school policies including those relating to Safeguarding, Race Equality, Equal Opportunities, Code of Conduct and Health & Safety are adhered to.

Skills, Qualifications and Experience
• Candidate must possess relevant bachelor’s degree or its equivalent.
• Minimum three (3) years’ previous work experience in similar role in an international school.
• Computer literate (Microsoft Office) and ability to use ICT packages including spreadsheets, data bases and word processing.
• Fluency in written and spoken English and Bahasa Malaysia.
• Ability to produce accurate written minutes/notes of meetings.

Person specification
• Patient, responsible, and passionate about teaching.
• A team player and flexible to meet the needs of the department.
• Ability to manage own workload effectively.
• Ability to relate well to children and adults.
• Must have tact and diplomacy in all interpersonal relationships with the public, students and colleagues at work.
• Must be self-motivated and have personal drive to complete tasks to the required timescales and meet high quality
• Be able to work constructively as part of a team, understanding school roles and responsibilities and own role within these settings.
• Must be responsible for promoting and safeguarding the welfare of children and young people they are responsible for or come into contact with.
• Flexible to adapt to changing workloads demands and new school challenges.
• Personal commitment to ensure that services are equally accessible and appropriate to meet the diverse needs of the service users.
• Personal commitment to continuous self-development.
• Personal commitment to continuous school improvement.

ISP Leadership Competencies
You consistently demonstrate and role-model the ISP Leadership Competencies in all that you do.

1. Collaboration. Takes an active part in leading their school or region; is cooperative and a genuine team player, developing positive, supportive relationships with colleagues to solve problems and maximise opportunities.

2. Learning & Getting Better. Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback; supporting others in their continual learning, development and growth.

3. Innovation Leadership. Is good at creating an environment where ideas for learning initiatives and services are generated and is able to motivate and inspire others through the process of creation through to completion.

4. Outcome driven. Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.

5. Resilience. Can deal with setbacks and challenges calmly and effectively.

6. Community Focus. Is committed to meeting and exceeding the needs and expectations of our students and their families.

7. Integrity & Ethical Management. Has the ability to work ethically and with integrity; helps others feel valued; upholds and models the ISP Vision, Purpose and Principles.

8. Leading & Inspiring Others. Supports, encourages and inspires students, colleagues and teams so that they give their best.

9. Understanding People. Is a very good judge of talent, can objectively articulate the strengths and motivations of people inside or outside the organization.

10. Influencing & Communication. Consistently informs, influences and inspires students, parents and colleagues through timely and effective communication.

11. Agile. Responds and adapts to changing circumstances; manages and solves problems by providing solutions in a climate of ambiguity.

12. Strategic, Commercial & Financial Awareness. Has the ability to apply understanding of the business and industry to improve effectiveness and profitability.

13. Planning & Decision Making. Makes decisions on the best course of action and then plans, organises, prioritises and balances resources to achieve the desired outcome.

14. Diversity & Equity. Has the sensitivity, awareness and skill to understand the values, behaviours, attitudes and practices across cultures that supports all children and adults to learn and work effectively.

ISP Commitment to Safeguarding Principles
ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

How to apply
Interested candidates are invited to send in a letter of application including the reasons for applying together with a comprehensive CV, a recent passport-size photograph and contact details of two referees (one of which must be from your current employer) to email [email protected]

Early application is encouraged as we reserve the right to appoint as soon as a suitable candidate has been identified.

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