Administration Officer

Purpose of Job: 

To undertake a range of delegated tasks and responsibilities of an interpersonal, administrative nature in order: 

• To support administrative tasks needed by school and school staff.
• To contribute to the BST operational procedures and processes.
• To administer all aspects of the BST Clubs & Activities Programme.
• To work collaboratively with other members of the administration department, the wider business team and the school community to ensure the efficient operation of the school.
• To work flexibly and support the needs of the school attending to matters as they arise.

Key tasks

Administration of the Azabudai Hills campus

• Manage and resolve enquiries from stakeholders such as a partner school, parents, staffs, and so on via email, telephone, and in person. 
• Provide administrative support for the Primary school at Azabudai campus (events and daily operation) in a manner consistent with the highest level of performance and professionalism.
• Serve as a back-up receptionist, responsible for greeting clients and visitors to the campus building, handling all incoming calls, including their transfer to the relevant person, and following up registration of students by a class teacher. 
• Keep BST Azabudai Hills & BST Showa reception areas, BC administration areas and storage areas neat, clean and tidy.
• Prepare and calculate the unstamped letters on daily basis and report the monthly cost to the finance department.
• Organise and prepare necessary documents for Tokyo Metropolitan Government and Local Government as necessary.
• Coordinate logistics for the whole school events such as INSET. 
• Fulfil a land bus monitor role/ bus monitor role/ door duty for students safety as necessary.
• Build and maintain professional relationships between other departments within the school.
• Identify areas of improvement for operational efficiency with the Administration Manager, and help to coordinate their implementation.
• Undertake other ad-hoc and occasional tasks requested by the Administration Manager for ensuring the efficient operation of the office and school.

Administration of the BST Clubs & Activities Programme

• Work alongside the Deputy Principal and Club Coordinators to manage the termly clubs programme.
• Manage the clubs & activities sign up process, as well as the registration and allocation of students to clubs via our online platform SchoolsBuddy.
• Work with other admin officers to improve and develop the schools’ use of SchoolsBuddy.
• Provide ongoing support and guidance to staff, parents and students on the use of SchoolsBuddy.
• Ensure facilities are booked for clubs and activities in conjunction with other admin team members.
• Communicating Bus Requirements and changes to Bus Coordinator.
• Work with the Communications Department to communicate the Clubs and Activities Programme to families, meeting the annual and termly deadlines.
• Field daily enquiries about the Clubs and Activities Programme.
• Manage the allocation of facilities and resources for our clubs and activities programme.
• Support the day to day running of our clubs programme.
• Track student attendance and participation in our clubs and activities programme via our online platform to enable us to make informed choices on development in our clubs and activities programme.
• Contribute to the development of strategic plans that enhances our clubs & activities programme.
• Alongside the Deputy Principal, develop and monitor systems to insure the quality of our clubs & activities programme.
• Contribute to the promotion of our clubs & activities programmes with our student and parent body. 
• Ensure high quality communication with Externally Run Club (ERC) providers.
• Ensure all ERC providers are clear with expectations and maintain required documentation such as signed Safeguarding Code of Conduct, MOU.

In addition to the tasks listed above, the administration officer will respond to other reasonable requests made by Director of Operations and/or Administration Manager for the efficient operation of the School.

Person Specification

• Excellent command of spoken and written Japanese. 
• Good command of spoken and written English. 
• Expertise in the use of email, internet, Google Apps and Microsoft Office Applications. 
• Excellent organisational abilities. 
• High standards of dress and professional behaviour. 
• Excellent communication skills – ability to clearly communicate with people at all level including students of all ages and nationalities. 
• Ability to remain calm under pressure. 
• Ability to develop and maintain positive working relationships with other team members, the public, staff and students alike. 
• Capabilities to work within time limits whilst continuing to prioritise and perform effectively. 
• Calm, reassuring ‘can do’ approach. 
• Flexibility, enthusiasm and commitment in a work environment. 
• Self-starter with an ability to multitask.
• High standards of customer care.