Job Details


Glenealy School      Website: http://www.glenealy.edu.hk
Our primary school, situated in Mid-Levels on Hong Kong Island, is one where children are empowered to flourish, learn and make a positive difference in the world. As part of the English Schools Foundation, the school, which was established in 1959, provides an exciting educational experience for our whole community.

Glenealy School has a long and proud history of excellence, innovation and child-centred education. Our young, happy, and internationally-minded learners are inclusive, motivated to be the best they can be, and are excited about how they can make a positive difference in the world.

Manager - Office Finance & HR

Office Manager

Glenealy is looking for an Office Manager to manage the daily operations, administration services and procedures and administration staff in the general offices Glenealy School. This will include ensuring organisational effectiveness and efficiency according to ESF Governance. This role will also require management of Human Resources and Finance in the school.

Office Management
- Act as the initial contact for all issues related to the general office
- Manage a team of administrators
- Manage all general office services and processes by ensuring operations and procedures are appropriate, relevant and well organised
- Implement procedural changes to improve operational efficiency
- Ensure administrative tasks are properly assigned and monitored, meeting standards and deadlines and maximising efficiencies
- Manage any special projects as assigned, maintaining reporting processes for the duration of the project
- Assist in the recruitment of general office staff, providing orientation and training to new employees
- Evaluate and manage staff performance, identifying and recommending training needs as necessary
- Participate actively in the planning and execution of school events as and when required
- Manage all general school email accounts, responding to, filtering and distributing emails as necessary
- Handle customer inquiries and complaints, reporting to management if necessary
- Review and approve stationery supply inventory, sales and audit
- Ensure security, integrity and confidentiality of all information and records
- Remain updated on technical and professional knowledge by attending educational workshops, building networks with other ESF Office Managers and staying abreast of best practice, operational developments and trends
- Manage all general office services and processes by ensuring operations and procedures are appropriate, relevant and well organised
- Implement procedural changes to improve operational efficiency
- Manage assigned budgets by tracking expenses, planning expenditure and preparing annual reviews
- Ensure administrative tasks are properly assigned and monitored, meeting standards and deadlines and maximising efficiencies
- Manage any special projects as assigned, maintaining reporting processes for the duration of the project
- Assist in the recruitment of general office staff, providing orientation and training to new employees
- Evaluate and manage staff performance, identifying and recommending training needs as necessary
- Participate actively in the planning and execution of school events as and when required
- Ensure security, integrity and confidentiality of all information and records
- Remain updated on technical and professional knowledge by attending educational workshops, building networks with other ESF Office Managers and staying abreast of best practice, operational developments and trends
- Manage office staff during emergency events or drills and communicate effectively with others over such events.

Finance:
- Supervise the entering of payroll information for school based employees, such as Supply teachers by entering timesheets
- Management and oversight of school budget
- Assist the Principal in Budgeting; monitor and control budgets
- Monitor Procurement and ensure compliance with policy

Human Resources:
- Manage employee personal data, recruitment, leave etc
- Generate HR reports for school management
- Manage recruitment including advertisements, monitoring and modulation of salary scale
- Conduct confirmation appraisal and performance review
- Ensure data completeness and accuracy in HR system
- Manage HR related enquiries

Minimum typical education: University degree, preferably in business administration or general management.

Minimum typical experience: 5 to 10 years relevant experience.

Requirements

Abilities (required):
- Leadership and team management skills
- Excellent oral and written communication skills in English
- Reliability; initiative and follow up
- Problem solving skills; flexibility to respond to changing situations
- Ability to work under pressure; team-working skills
- Project management ability
- Proficient IT skills including word processing, database and spreadsheet management. (Advanced working knowledge of Microsoft applications)
- Excellent organisational skills
- Excellent interpersonal and communication skills
- Strong negotiation skills and ability to work with challenging people/customers

Knowledge (desirable):

- Data handling regulations
- Data privacy regulations
- Applies good understanding of school’s or department’s major functions, work methods and procedures and their interrelation with other department’s responsibilities and activities
- Applies basic knowledge of ESF’s organisation and familiarity with key personnel
- Excellent oral and written communication skills in English, with fluency in Cantonese highly desirable

Core Soft Skills (required):

- Highly flexible and proactive to handle different school tasks
- High initiative and good team player
- Continuous improvement mindset
- Strong customer service
- Negotiation skills/ working with difficult people/ customers
- Strong collaboration and organisation in working effectively and co-cooperatively with internal and external parties
- Results oriented
- Planning and organising work
- Accuracy and attention to detail
- Ability to work under pressure
- Excellent oral and written communication skills in English

Closing Date: 31 Jan 2020
For enquiries, please contact Pamela Stanley at +852 25221919 or admin@glenealy.edu.hk.

Applications must be submitted online through https://recruit.esf.edu.hk
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.


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 within ESF.


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 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.


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