2008 Receptionist cum Administrative Assistant

Name of Authority:

Northbrooks Secondary School

Contract Period:
From 1 Jan 2027 to 31 Dec 2027

Option to Extend:
From 1 Jan 2028 to 31 Dec 2028

• Mon… to Thursdays: 7:00am to 4:00pm, inclusive of 45 minutes lunch break
• Fridays: 7:00am to 3:30pm, inclusive of 45 minutes lunch break
• Service not required on Saturdays, Sundays and gazetted public holidays

• Attend to walk-in visitors, parents, and students professionally.
• Answer and direct incoming phone calls and email enquiries.
• Manage the reception counter and maintain a welcoming environment.

• Handle incoming and outgoing mail, courier services, and deliveries.
• Maintain and update student, parent, and staff records as required.
• Prepare letters, notices, reports, and other administrative documents.
• Manage filing systems and ensure proper record keeping.

• Attend to students reporting sick or requiring assistance.
• Administering basic First Aid to students.
• Contact parents regarding student matters when required.
• Assist with the processing of student-related forms and applications.
• Support registration and enrolment‑related administrative tasks.

• Coordinate booking of meeting rooms and bus.
• Monitor and maintain reception area supplies and stationery.
• Coordinate the arrangement, procurement, stock‑taking, and inventory tracking of pantry supplies, first aid items, school uniforms, and other administrative or operational resources as required.
• Support school events such as setting up for meeting and school programmes.

• Monitor visitor entry and exit procedures.
• Ensure all visitors are properly registered and issued passes by the security.
• Report security concerns, incidents, or emergencies to the appropriate personnel.

• Liaise with vendors, contractors, and service providers.
• Coordinate off‑site printing requests by receiving printed materials from vendors, verifying deliveries, and assisting with the distribution.
• Coordinate with teachers, department heads, and school leaders on administrative matters.
• Disseminate information to staff, students, and parents as instructed.

• Perform data entry and basic reporting.
• Assist with school surveys and administrative projects.
• Undertake any other duties assigned by the School Leader, Operations Manager, or Administration Manager.

• GCE 'O' Level, relevant Office Skills Certificate, or equivalent qualification.
• Shall have at least 3 years of relevant experience as a receptionist or in a front desk/administrative support role, preferably in a school or educational institution.
• Customer service‑oriented with good interpersonal and communication skills.
• Proficient in Microsoft Office applications and the use of IT systems.
• Must possess a valid Standard First Aid Certificate at the time of appointment, or obtain the certification no later than one month before the commencement of their appointment.
• Able to communicate effectively with students, parents, staff, and members of the public.
• Able to maintain confidentiality when handling student, staff, and school information.
• Able to work independently and as part of a team in a fast‑paced school environment.
• Demonstrate a positive work attitude, professionalism, and a service‑oriented mindset.