School Administration Manager (European Section) - Singapore

Localisation Singapore, Singapore
No remote
Posted on 07-08-2024

German European School Singapore

GESS is an international not-for-profit school that believes in developing confident, forward-looking students by celebrating our values respect, openness and diversity.

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Currently, more than 1800 students are learning at GESS supported by more than 400 full time and part time academic and administrative staff members. In August 2018 GESS moved to Dairy Farm Road to a modern new school campus located at the edge of Singapore’s largest nature reserve.

Job Purpose

The School Administration Manager (European Section) is primarily responsible for overseeing comprehensive administrative support across the school, ensuring efficient operations and enhanced communication between school directors, academic departments, and parent. This role includes strategic leadership of the School Services team (European Section), management of academic and non-academic events, and coordination of communications. The Manager will also play a key role in supporting parents and students with non-classroom matters, aiming to improve the overall family experience and ensure effective resolution of inquiries and issues at a managerial level. A key focus of the role is establishing and nurturing long-term relationships with GESS families, providing them with exceptional customer service.

Key Accountabilities:

Team Leadership

·       Leadership and Oversight: Oversee the School Services team, ensuring high standards of administrative support are maintained across the school. Directly manage task delegation and project assignments within the team.

·       Strategic Support: Work closely with School Directors and the Head of School Services to develop and implement strategic administrative initiatives and SOPs.

·       Senior Communication Role: Manage school-wide communication efforts to ensure consistency and clarity across all departments and sections in terms of SOP and community-wide messages.

·       Advanced Complaint Handling: Take a lead role in managing and resolving complex complaints, escalating to School Directors or Head of School Services where necessary.

·       Parent and Community Engagement: Serve as a senior point of contact for parents, enhancing family relationships and satisfaction with school operations.

·       Performance Management: Evaluate and research new procedures to improve the family experience, coordinating feedback to and from other operational departments.

Support for the Director and Academic Department

·       Provide comprehensive administrative support to academic departments, including managing calendars, scheduling meetings, and preparing documentation.

·       Assist with the preparation and dissemination of internal and external communications, such as newsletters and school-wide announcements.

·       Support the organization and execution of Parent Teacher Conferences, departmental meetings, and other academic events.

·       Handle minute-taking during meetings and ensure accurate documentation of discussions and decisions.

·       Manage the preparation of presentations, translations, and proofreading of academic documents.

·       Coordinate and manage exam registrations and invigilation processes.

·       Facilitate the booking of business trips for Directors and ensure all travel arrangements are in order.

Parent and Student Support

·       Act as a point of contact for parents and students, addressing inquiries related to non-classroom matters such as school portals, invoices, and ID cards.

·       Educate and assist parents with understanding school procedures and accessing relevant information.

·       Manage and escalate complaints as necessary, ensuring resolution and customer satisfaction.

·       Update and maintain the Parent Portal with accurate and current information.

·       Process and manage student attendance records, early dismissals, late arrivals, and leave requests.

·       Issue student and parent ID cards, lunch vouchers, and manage the lost and found items.

Communication and Coordination

·       Facilitate effective communication between the school, parents, and students, ensuring timely and accurate dissemination of information.

·       Support the coordination and organization of school events, trips, and enrichment activities.

·       Collaborate with other departments to ensure smooth operational processes and adherence to school policies.

Responsibilities (Seasonal)

Examples include but are not limited to:

·       Manage re-enrolment processes, including student contracts, withdrawals, and extensions.

·       Assist with grade transitions, high school exam preparations, and the coordination of internships and enrichment weeks.

·       Oversee the coordination and ordering of e-books and preparation of material lists.

Handle MOE exemptions for current students turning 7, and manage insurance and pigeon-hole allocations.

Additional responsibilities

·       All other responsibilities and tasks as deemed appropriate by the line manager and functional line manager.


Knowledge and Experience:

·    Diploma/Bachelor’s Degree in Business Administration or Business Management

·    5+ years proven experience working in an office environment

·    Management experience preferred

·    Previous experience of working in a customer service role

·    Cultural understanding and previous experience of working at an international organisation with stakeholders of different nationalities and cultural backgrounds

·    Experience working in a school environment is an advantage


Technical and Soft Skills:

·    Excellent communication and inter-personal skills

·    Calm and composed demeanor

·    Problem-solving and multi-tasking skills

·    Customer complaint handling and resolution skills

·    Confident Microsoft Office and CRM database system skills

·    Ability to quickly acquire knowledge and understand school operations, standards and work processes

Keen to collaborate and share your specialist expertise, you will be a fitting ambassador for the school. You will communicate with confidence across diverse audiences and situations, using your expertise to build strong relationships across the GESS community.


Our School

The German European School Singapore (GESS) is a multi-lingual, not-for-profit, German international school in Singapore with a distinct European flavour. As an accredited ‘Excellent German School Abroad’, the German Section of GESS offers all major German school leaving certificates.


Our European Section offers tuition in English for students from grade 1 - 12 across all three IB programmes (the PYP, the MYP and the IB Diploma Programme) as an authorised IB World School.


Children aged 2 years onwards can enroll in our Preschool where children are following the PYP programme in German-speaking, English-speaking or bilingual groups. In addition to an outstanding academic education, GESS strives to teach students community values such as respect, openness and diversity.


To Apply

We offer an exciting working environment in an international and cooperative team. Your application should include a letter of application and your complete resume. Please indicate your reasons for applying for the position. 


Our Selection Process

At GESS we adhere to fair employment practices that consist of hiring practices that are fair, merit-based and non-discriminatory.


We are committed to providing a world class, safe, happy environment in which children and young people are able to thrive and learn. We are committed to safeguarding and child protection as we promote the welfare of all our pupils irrespective of race, ability, religion, gender or culture.


All post holders are subject to appropriate vetting procedures including satisfactory reference and background checks and the offer of employment will be subject to the completion of these. In addition, the visa entry requirements for Singapore are subject to certain requirements being met. This includes but is not limited to, mandatory diphtheria and measles vaccination requirements for children attending school in Singapore will need to be in place prior to arriving in Singapore in order for the criteria for a child Dependent Pass to be met and the visa granted. Further information on this will be shared at interview stage if applicable.


Please note, that only shortlisted candidates will be notified. 

Safeguarding Commitment

GESS is committed to our responsibilities for promoting and safeguarding the welfare of all children and young people. We actively recruit candidates who share our commitment to safeguarding and, therefore, apply robust and comprehensive recruitment and selection procedures. We expect all appointed staff to adhere to and ensure compliance with the relevant GESS Safeguarding Policy and Procedures. If the job holder identifies any instance that a child may be harmed or are at risk of harm (physically or emotionally) in any environment, they must report any concerns to the School’s Designated Safeguarding Lead or a member of the Safeguarding Team.


CPE registration number: S72SS0010G Registration period: 22 June, 2023 – 21 June, 2029