Job Description

At Sha Tin Junior School our vision is to enable all in the learning community to flourish. We are a vibrant and inclusive learning community where effort is valued, learning is engaging and creativity is fostered. We celebrate our cultural diversity, appreciate our place in Hong Kong and believe in the importance of the Chinese language and culture in the holistic education of our students.
Responsibilities
Personal Assistant (40%)

• 
  Provides secretarial and administrative support (e.g. Filing, diary management, taking minutes, typing complex and routine
  
  correspondence from rough draft, handwritten notes, machine dictation, or general verbal instructions).
• 
  Answers telephone calls, distributes messages, handles enquiries and follows up.
• 
  Arranges schedules and attends council or committee meetings; arranges venues for meetings, informs members of the agenda of meetings and takes and transcribes minutes of meetings.
• 
  Makes catering arrangements for functions and meetings, when required.

HR and Finance (40%)

• 
  Act as the Petty cash custodian, keep the funds and supporting documents in a safe location. Issue the purchase requisition form and ensure all the petty cash purchases and staff reimbursement are pre- approved by the Principal and Manager - HR and Finance
• 
  Support the month-end closing and follow the school’s accounting and procurement processes, and maintain the Fixed Asset and Non-asset Registers
• 
  Track and manage attendance registration for teaching staff within the system
• 
  Support the HR and Finance Manager in addressing HR inquiries from various parties
• 
  Support the HR and Finance Manager with payroll processes, including updating ENET, inputting and checking timesheets for EAs, casual staff and any overtime for site staff
• 
  Prepare reports and information as required by the Principal, teaching staff, HR and Finance Manager or Office Manager
• 
  Perform any other duties as and when assigned by the Principal, teaching staff, HR and Finance Manager or Office Manager

Other administrative (20%)

• 
  School Daily Registration for Students with the office manager and the office admin assistant.
• 
  Manages annual declarations for all staff members, including School Council members and supply staff
• 
  Oversee school council responsibilities, including issuing letters of appointment and election documents etc.
• 
  Oversee the life pass system/MTR system, including staff and student registers and assign lift buddies to students
• 
  Collaborate with other administrators to arrange business travel, coordinate meetings, track expenses and petty cash arrangements
• 
  Liaise with the school bus service and communicate effectively with parents
• 
  Assist with the school events and ensure the smooth operation such as the Music and Speech Festival
• 
  Maintain organised filing systems and stock levels of stationery, snacks and cleaning consumables
• 
  Follow all administrative processes and systems within the school, ensuring accurate record-keeping and adherence to policies
• 
  Collaborate with the HR and Finance Manager to issue the purchase requisition form to staff and prepare the appropriate paperwork for visitors
• 
  Operate the reception desk, handling walk-in, telephone and email inquiries with professionalism and efficiency
• 
  Support the Principal, HR and Finance Manager, Office Manager or teaching staff in preparing materials such as parent communications, labels, and information packs.

Requirements

• Relevant experience in an administrative / reception roles
• Competent PC skills, with proficiency in MS Excel, MS Word, and Google docs/sheets/forms/slides
• Excellent interpersonal, communication and organizational skills
• Ability to be flexible, prioritise workload, work independently and use initiative
• A friendly manner in relation to staff and students is essential
• To adapt to changing situations and keen to learn new skills
• Fluent English, Cantonese and Mandarin would be an advantage
• Previous experience in a school would be an advantage

Applicants must be a permanent Hong Kong resident or possess a valid visa to work in Hong Kong

For enquiries, please contact Rehana Shanks at +852 2692 2721 or info@sjs.esf.edu.hk

Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date.

By applying for this position, your application may be considered for other opportunities (senior-level roles, head of department, etc.) within ESF.

ESF is an Equal Opportunities Employer

The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations.

Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request.

ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment. We adhere to rigorous recruitment practices, with all appointments contingent upon an interview, identity verification, criminal background checks (including ICPC, SCRC, and other international background checks as appropriate), assessment of social media presence, and positive references.

In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines, ESF may perform online checks for all shortlisted candidates prior to the interview.

supportstaff
SupportStaffFinAcAd

The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds.

There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools. www.esf.edu.hk