School Secretary

To be the first-point provider of information for Sekolah Sri UCSI Kuala Lumpur and to liaise with other institutions, external agencies and local authorities.
- Be the liaison person to any feedback/correspondence to government departments.
- Maintain, improve and refine internal processes and procedures for optimised efficiency and productivity in assisting the Principal with the operations of the School as a whole.
- Provide administrative support whenever possible to the Principal and School Leadership Team.
- Provide administrative support to the Principal and School Leadership Team through the preparation of notices, letters, forms etc. arising from school activities and events.
- Update and maintain the student database of the School.
- Manage the timely administration of school reports to parents.
- Prepare minutes of meetings.
- Compile material, prepare and circular newsletters for parents and bulletins for staff
- Liaise with Admissions on matters pertaining to admission of new students to the School (including creating accounts for online resources, updating the academic team on the new students, as well as the transfer of records for students moving to other schools, update of such information in the school system etc).
- Prepare, record and file documents pertaining to student matters such as school testimonials, school leaving certificates, information sheets or letters to parents/guardians, etc.
- Assist in handling parents’ queries and concerns.
- Attend staff briefings and academic meetings and carry out follow-up action, if necessary.
- Responsible for implementing and maintaining an efficient and well organised electronic and paper data collection and filing/record-keeping systems.
- Greet visitors, handle inquiries and direct visitors to the appropriate destination
- Scheduling, booking, prioritising confirming and setting up meetings, appointments and any other engagements.
- Assist in the collection of reply slips/confirmation slips from parents for school events and to prepare a summary data.
- Assist in arrangement and bookings pertaining to transportation, accommodation, insurance etc for school trips (local and overseas).
- Protect the confidentiality of records and information about students, staff and parents.
- Operate electronic mail systems including Microsoft solutions and coordinate the flow of information internally and externally.
- Create forms, compile and organise data and information necessary for the efficient operation of the office, the completion of required data collections by the various internal, external and government departments.
- Preparation of reports and statistics for either use within the school or externally e.g. submitting reports to local authorities.
- Handle the whole process of getting permits, licenses in related to the School, including MOE submissions and approvals.
- Keep a record of school inventories e.g. library, physical education equipment, office, classrooms, science laboratories, home science room, keys to rooms etc and to assist in making purchase requisition if necessary
- Monitor the inventory and usage of stationary/resources/materials for the whole School, including for all school functions
- Assist to organise school events where applicable e.g. preparation of venue, notices registration, orderings etc.
- Preparation of teaching materials and to place orders for stock replenishment.
- Perform any other administrative duties pertaining to retrieval of ‘lost and found’ items by students and parents, handling of school items by parents for their children, conveyance of messages to staff concerned.
- Develop the student data tracking system and maintain and update it with consultation from the Principal and School Leadership Team
- Provide analysis and reports when requested regarding the student data tracking
- Ensure School’s data is updated at the SMIPS system by every term.
- Update on the status of returning students for every new academic year before the term begins.
- Analyse entrance exam reports and advise the Principal and School Leadership accordingly.
- Coordinate and assist in the setting up of CCA activities across the school with the Senior Assistant of Student Affairs. Contacting outside vendors, creating the schedule, informing students, contacting parents, assigning teachers etc to ensure the smooth operation of the CCA programme.
- Understands all applicable laws, rules and regulations and keep up to date with all curriculum and exam changes and notified Principal and School Leadership Team accordingly.
- Assist in the development of documentation of programs and to oversee relevant entries in the School Handbook.
- Assist to develop the reporting templates and assist in tracking progress, completion and sending of the reports
- Assisting in meeting minutes writing for UCSI Schools Group campuses meeting as well as the Schools Group level meeting.
- Undertake any other duty as and when required by the Princ