Office Administrator cum Librarian

I - Office Administrator

a. Uniform

- Assist selling uniform

- Control the uniform stock In and Out Form

- Carry out periodical uniform inventory and prepare uniform order

- Prepare monthly uniform report

b. Meal Service

- Send Menu to parents

- Send confirmed number of students weekly to the Caterer

- Check and confirm Monthly Meal Report

c. Student’s Insurance

- Manage students’ insurance record

- Provide information / regular report of students’ movement to insurance authority.

- Follow up with insurance authority for issuance of cards and fees payment.

d. Students’ English reports and attendance

- Prepare English Report Card termly and provide translation service from English to Vietnamese if needed

- Send English Report Cards to Class Teachers and filing.

e. Attendance Report for staff

- Collect staff’s leave form monthly

- Prepare Student Attendance books for Class Teachers and subject Teachers

- Calculate teaching hours (attendance) for part-time teachers monthly to send to Office Manager for final reports to HR.

f. Stationery / materials

- Receive order from teachers / staff

- Contact vendors to order

- Control the stationery budget

g. Provide translation service

- Translate verbally when being required for meetings by Principal

- Support translating during meeting between foreign parents and class teachers

- Translate newsletter monthly and termly (if required)

- Other translation when required

h. Other Duties

- Assist with Enrolment / Cashier when needed

- Assist school events

- Assist with purchasing teaching materials for teachers and stuff for school events

- Assist going to other government offices to submit documents when required

- Make photocopy of letters, newsletters and documents

- Take photos of events / activities in school

- Replace other administrative staff in case of their absence

- Support Human Resources Department to submit documents to Labour Department / Immigration / Department of Justice for Work Permit, Visa, Temporary Residence Card application and other administrative matters assigned by Human Resources Department.

II - Librarian

a. Library Responsibilities

- Process borrowing and returning of all library resources.

- Properly shelve all library materials.

- Cover books with protective plastic.

- Catalogue new resources by entering them into the computer system.

- Receive application and grants library cards.

- Instruct students and others in library use

- Issue overdue notices and collects all books.

- Conduct full stock take twice a year and student books quarterly.

- Keep all records for receiving and delivering book.

- Repair damaged books.

- Assist with library timetable for class usage.

- Inform Principal / Administrator any loss of books by students and staff.

- Work with teachers and students to maintain an orderly atmosphere.

- Maintain a tranquil library environment by reinforcing basic library behavior rules.

- Reinforce the rule of no children in the library without teacher.

- Keep work areas and library neat.

- Decorate the library and maintain all boards.

- Assist teachers and students find resources in the library.

b. Supervise students during reading time

- Control and supervise students during reading time with teacher-in-charge when they have reading periods in the Library.

c. Other duties

- Attend library training course when required / assigned by Principal

- Others tasks assigned related to Librarian

- Assist full time with administration and enrolment when school is closed for summer / break.

- Organize special exhibits and other school activities.

- Prepare notice boards and backdrops for concerts and school activities.

- Bachelor's degree in Office Administration, Business Administration, or related fields.

- Excellent English communication skills, both verbal and written.

- Proficiency in computer and office software (Microsoft Office, Google Workspace, etc.).

- Friendly, courteous, and professional in interactions with parents, students, and colleagues.