Academic Support Executive

Full Time, onsite
The Alice Smith School
3, Malaysia

Salary undisclosed

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Our Purpose at The Alice Smith School

According to the words of our school song: ‘Soon there were two, who were joined by a few’. Alice Smith started a movement with just two people. That single brave act sparked a positive chain reaction. She inspired other families to join her on her journey, creating a nurturing environment for generations of learners and a home away from home for thousands of families.

In that same vein, we keep the Alice Smith spirit alive by building a nurturing community that encourages our students to explore the world with courage, curiosity and compassion.

To build a better world together.

Our purpose is embedded through our three strategic pillars:

Our People

We are a diverse collective of experts and curious minds, working together to push the boundaries of education to lead learning for an ever-changing world.

Our Students

We encourage students to explore different paths with courage and curiosity, in an environment that empowers them to make an impact as their best self.

Our World

We are a supportive, connected community that innovates, explores and learns together.

Job Purpose

The Academic Support Executive provides a professional standard of assistance for the school PE and Sports department. The purpose of the role is to support the day- to-day life of the school by providing a wide range of strategic and operational administrative support, in particular by leading on all areas of administrative support relating to the PE and Sports Department. The Academic Support Executive plays an active part in supporting the PE and Sports community through excellent communication, collaboration, responsive problem solving and by maintaining a professional image at all times.

Responsibilities/Duties:

1. Administrative Tasks

The nature of this role means that the Academic Support Executive must be responsive

to the needs and demands of the school on a daily basis. The following examples represent some of the administrative tasks that the Academic Support Executive should expect to undertake:

To handle parents enquiries via phone, email, ensuring issues are passed to the appropriate member of the PE & Sports team.
Manage, plan, support and co-ordinate the administration of the PE & Sports Team, such as assist with the sports venues booking and schedule meetings.
Update all fixtures to calendars and to School's Buddy termly basis.
Follow up with staff to ensure that action points are actioned throughout the week.
Be responsible for the ordering of student (Sports Leader, GCSE, ALevel) T- shirts.
Manage the booking and payment of hired officials. (referees)
Liaise with transport for local fixtures and sport related trips.
Liaise with the host school to complete all necessary administrative tasks for overseas trips. This includes booking flights and creating travel booklets.
Collate student information (contact details, photos, dietary and medical information) and share with staff in charge.
Assist to update and keep track on budgets for local and overseas trips that includes flights, transport etc
Work with the Head of Sport and Director of Sport to liaise with other departments for PE & Sports events.
Assisting in updating all events to PE and Sports calendar.
Regularly update the PE website under the guidance of the PE and Sport Leadership team.
Send parent communication under the direction of the PE and Sport Leadership team.
Assist in productions of student progress reports.

2. Events

Whether face-to-face or virtual, school events are pivotal to the reputation, functioning and sense of community of our school. It is important that we run our events professionally and sensitively. The Academic Support Executive plays a crucial role in overseeing the logistical arrangements of events under the oversight of SLT. This may include the following:

Overseeing communication with relevant departments and individuals around the organisation of events such as booking space, seating arrangements and creating event forms and ensuring all information is accurate and uploaded via KissFlow.
Plan with the sound technician for sound and lighting for the event.
To determine either TI support is needed for the event.
Process all purchase orders and any payment due to the event with suppliers and ensure delivery is timely.
Assisting with the distribution of invites, via email and assisting with the management of guest lists for school performances and special events at the school venues such as RSVP list or ticketing counter.
Organising refreshments by liaising with the food providers on the menu depending on the nature of the event, number of delegates.
Producing performance programmes and other related materials such as slides/ scripts in both (electronic or hard copy.
Coordinating the preparation of presentations, assemblies and celebration events overseen by SLT (preparation of awards and certificates) and supporting other school events where appropriate.

Selection Criteria:

Essential:

Possessing and developing the IT skills and knowledge necessary to support the administrative needs of the school.
Communicate sensitively and confidently with parents, students, teachers and colleagues, conveying ideas clearly and working respectfully and collaboratively.
Show initiative in decision making and problem solving, considering different perspectives, variables, pathways and outcomes.
Be flexible and adaptable, thinking creatively and multitasking to handle a multitude of projects/concerns/enquiries. This includes a high level of organisational skill and time management.
Demonstrate forward thinking in working independently, at times with minimal supervision.
Be a team player by striving to make the work environment as cheerful and productive as possible and by maintaining a positive and solutions-focused attitude.
Display honesty and integrity in all aspects of their interactions with others and seek to establish positive and supportive working relationships.
Possess and develop the TI skills and knowledge necessary to support the administrative needs of the school.
Display a proactive attitude to their own professional growth and support that of their fellow team members through the sharing of practice, leading on and taking part in training and seeking out opportunities for further growth and development.

In addition, to be an effective team player, the Academic Support Executive is expected to have, or demonstrate the capacity to develop, skills and attributes in the following key areas which are deemed essential for the position:

1. Learnability

2. Resilience

3. Agility

4. Collaboration

5. Verbal communication

6. Written communication

7. Creativity

8. Problem-solving

9. Kindness, compassion and empathy

Desirable:

Specific experience of working in a school
Passionate about education
Experience of managing Zoom meetings, school events
Experience in iSAMS and GMASS
Experience with Google and Windows
Experience with Adobe Creative Cloud, e.g. Photoshop and InDesign, Canva, Video Maker
Excellent written and spoken English.

Safe Recruitment Practices:

As a school with a diverse collective of experts, we uphold recruitment protocols that adhere to the highest possible international standards. We conduct thorough pre-employment checks on candidate references and verify qualifications. If you require further information regarding the School's 'Pre-Appointment Checks,' please liaise with our People and Culture representative, as the process may vary for individuals of different nationalities.

We prioritise the careful scrutiny of checks as they are essential in ensuring a safe and secure environment for our students. By maintaining stringent recruitment practices, we aim to provide a nurturing and protected learning environment for all our students.

The duties and responsibilities of this post may vary from time to time according to the changing demands of the school. This job description may be reviewed at the reasonable discretion of the Head of School and school leadership in the light of those changing requirements and in consultation with the post holder.

Perks & Benefits