Job Details

Glenealy School      Website:
Glenealy School is a two form entry school with approximately 360 students.

Secretary - Admission


A vacancy has arisen in the school's administration team for a secretary who will be responsible for student admissions. We are seeking a positive and patient individual, with outstanding interpersonal and organisational skills, who will be comfortable working as part of a team in a busy open-plan office which serves the whole school community. It is expected that the successful candidate will have a genuine interest in students, their families and the wider community. The Admissions Secretary is responsible for the day to day management of student admissions at Glenealy, working under supervision of the Vice Principal, within the ESF Admissions Policy. Additional administrative duties are also a requirement of this position, so flexibility and adaptability are essential qualities for the successful candidate to possess.

Fluency in written and spoken English are an essential requirement of this post. Sound knowledge and experience in the use of a wide range of IT systems is essential Previous school-based experience is desirable.


Front of house/general reception duties including answering phone calls, meeting and greeting all visitors to the school, including parents and children
Be aware of and able to provide details of events taking place in school
Collate items, prepare and distribute the web based Newsletter
Be responsible for the main school email account, ensuring that all messages are responded to/forwarded in a timely manner.
Prepare and issue eNotices for school trips, events etc
Prepare correspondence, emails, general information, as required, for:
Sports Department - Netball and Football teams etc
Music Department
Provide administrative support and arrange schedule of Kindergarten visits for VP
Check monthly student population and billing sent out by ESF and prepare enrolment and waiting list data prior to Excom meeting
Liaise with PTA and maintain PTA parent directory on Gateway
Ensure all student records/contacts are kept up to date and class lists are current

Answer all queries via email or telephone in an orderly manner regarding admissions, waiting lists and provide accurate information regarding the school and ESF
Conduct/arrange regular tours and information sessions for prospective families and students
Report formally and informally to the Principal/Vice-Principal on student numbers and waiting lists
Screen applications to the school via OAS to ascertain whether to proceed with the application based on ESF admission criteria
Manage waiting lists and school capacity in regards to availability of spaces, arranging interview/assessment for applicants as required.
Record activity case by case for accepted, deferred and rejected applicants for future reference
Collate all documents for interview packs for each year group
Ensure requisite supporting documentation for successful applicants is supplied and application fee payment has been made
Play an active supporting role to SMT and parents during interviews
Ensure that teachers are informed in a timely manner of any new student joining their class and records/reports made available
Observe the central admissions timeline for Year 1/Year 7 applications as determined by ESF and ensure the set deadlines are met
Liaise with relevant parents and secondary schools regarding Y7 transfers
Provide administrative support in the preparation of Y1 parents’ evening and be available to attend
Coordinate Y1 induction sessions, informing teachers and parents appropriately
Represent the school at official meetings of the ESF Admissions Group, including Y1 central application zoning session at ESFC
Liaise on a regular basis with other ESF schools

Applicants must posses a valid visa to work in Hong Kong.

Closing Date: 29 Sep 2017
For enquiries, please contact Pamela Stanley at +852 25221919 or

Applications must be submitted online through
Step 1: Go to the Registration tab and register. You will then receive an email with an activation link.
Step 2: When your account has been activated, login to the system and click "Job Listing"
Step 3: Check the box next to the job(s) that you wish to apply for and click "Apply & Continue".

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

ESF is an Equal Opportunities Employer

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 immediately upon request.

Aligned with the recommendations of the International Task Force on Child Protection, we hold ourselves to a high standard of effective recruiting practices with specific attention to child protection.

Back to Job List