SHA TIN COLLEGE, 3 Lai Wo Lane, Sui Wo Road, Fo Tan, Sha Tin, N.T., Hong Kong Tel: 2699 1811, Fax: 2695 0592, Email: [email protected] Website: http://www.shatincollege.edu.hk Principal: Ms. Carol Larkin This is a six form entry secondary school with a capacity for 1200 students.

PTSA ADMINISTRATOR The school is seeking to appoint an Administrator to ensure the smooth running of regular day-to-day PTSA activities and the planning, liaison and execution of fund-raising events. Responsibilities include: • Liaise with parents, students, school office and suppliers on day-to-day matters to ensure the smooth running of PTSA services such as the shop and school buses • Oversee on-going registration of returning and new families to the PTSA • Assist staff and parent committee members with ad-hoc matters relating to the PTSA such as administration to support the nomination and selection of new committees; compilation of the student directory; liaison with vendors and suppliers for various fund-raising events such as the school fair, cultural evenings, raffles • Manage purchasing, signatories, inventory, banking and accounts for the school uniform and book shops • Be a welcoming, supportive and organized ambassador for the school and the PTSA and handle general inquiries relating to PTSA matters • Provide support and orientation to new PTSA committees to help them understand appropriate policies and practices by keeping PTSA handbook and resource files up to date • Coordinate PTSA meetings, the Annual General Meeting and Welcome/Community events Applicants must possess excellent written and spoken English, with Chinese language skills strongly preferred Proficiency in computer skills (Word/Excel/PowerPoint/Email) as well as strong administrative and accounting/numeracy skills are important. The ability to work independently with minimal supervision, be a selfstarter, work to tight deadlines, and exhibit good team spirit and sound common sense are essential. Previous experience working in an educational setting would be an advantage. The successful applicant must be able to work flexible hours as needed from time to time. The position is immediately available. This is a full-time position. (Upon request, term-time only position may also be considered. The successful candidate will have unpaid leave during summer holidays which are specified in the ESF annual school calendar.) Closing date: 17 July 2017

Applicants must possess a valid work visa. Applications should be sent via the website email link (http://recruit.esf.edu.hk) including a CV and the names and contact details (email/fax) of two professional referees stating the position applied for as the email subject.

Personal data provided by job applicants will be used strictly in accordance with the English Schools Foundation’s Personal Data Policy, a copy of which will be provided immediately upon request.

Website: http://www.esf.edu.hk

JOB FAMILY: SUPPORT STAFF Role Name

PTSA Administrator

Job Code Role Summary

The PTSA Administrator will be responsible for providing administrative support for PTSA operations and PTSA-run school services and events.

Main Accountabilities

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Manage on-going registration of returning and new families to the PTSA and handle membership subscription fee collection Coordinate and attend monthly PTSA Meetings, including circulating the agenda and taking minutes Organize and attend Annual General Meeting to support the nomination and selection of the new Committee in accordance with the Articles of Incorporation Provide orientation to the new PTSA Committee to help them understand appropriate policies and practices Prepare and maintain a record of policy, procedures, correspondence and communication files for the PTSA Manage financial transactions for the PTSA, including preparation of monthly reports on all sets of accounts, payment of invoices, receipts and banking of income and annual audit process Maintain PTA employment and wage records (minimum 36 months records) including records of leave dates, sick leave, maternity, etc. Oversee the uniform shop and bookshop including, purchasing, inventory, monthly sales reports and annual stock check Ensure smooth and safe running of school bus service, liaising with parents and service providers on communications, checking insurance cover for bus operators is up to date, providing advice on the bus routes, maintaining bus registers and supporting on bus re-tendering Provide PTSA administrative support relating to the Annual School Fair such as helping to organize volunteers and supervising the collection and banking of money on the day Be a welcoming, supportive and organized ambassador for the school and the PTSA and handle general inquiries relating to PTSA matters in a timely fashion Manage Lost Property on behalf of pupils Assist in coordinating Welcome/Community events Update the PTSA page on the school website

Typical reporting relationship

Functional Line Manager Business and Administration Manager

Minimum typical education

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Form Seven or above or Office Administration course or equivalent.

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Bachelor degree is an advantage

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3-5 years administrative experience and basic accounting/numeracy skills

Minimum typical experience

Core Professional / Technical Competencies required

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Core Soft / Transferable Competencies required

Development / Training to support role competencies

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Fluent in oral and written English, knowledge of Cantonese is desirable Excellent written and spoken English, with Chinese language skills strongly preferred in order to communicate effectively with parents, teachers and students Proficiency in computer skills (Word/Excel/PowerPoint/Email) Ability to work independently with minimal supervision and be a self-starter Sense of urgency and good time management Possessing sound common sense and a good team spirit Previous experience working in an educational setting would be an advantage. The successful applicant must be able to work flexible hours as needed from time to time. Good collaboration and teamwork Good communication (with all stakeholders) Result orientation Planning and organizing work Customer service Attention to detail Proactive Self-initiative Able to work independently and under pressure

Development activities To be negotiated as part of the performance management process Relevant courses To be negotiated as part of the performance management plan

Notes: