Activities Administrator

English Schools Foundation; Hong Kong; On-site; HKD 180,000 - 300,000; Full time

Job summary

English Schools Foundation (ESF) is seeking a capable administrator to manage the school's activities and leisure programmes across departments, coordinating staff, coaches and external agencies. The role supports ESF policies and requires strong organizational and communication skills.

A Higher Diploma or Degree in Business Administration and 2 years' experience are expected. Based in Hong Kong, the position involves budgeting, bookings, logistics, and liaison with parents, staff and partners.

Qualifications

• Higher Diploma or Degree in Business Administration is required.
• Minimum 2 years of relevant working experience.
• Strong English language skills and professional communication.

Responsibilities

• Consult with Heads to establish activities range.
• Coordinate staff commitment to activities programme.
• Source external coaches and contracts; manage contributions.
• Ensure compliance with ESF policies and insurance requirements.
• Manage extracurricular fees and activities accounts.
• Organise logistics for activities, trips, and transport.
• Prepare registration reports for staff and coaches.
• Publicise activities via online booking system.
• Handle enquiries from parents, students and staff.

Skills

Fluent English

Collaborative skills

Communication skills

Initiative & teamwork

Proactive personality

Microsoft Office

Google Apps

Management systems

Organization

Leadership

Bookkeeping basics

Education

Higher Diploma or Degree in Business Administration

Tools

Microsoft Office

Google Apps

Management systems

Job description

Responsibilities

• Establish a desired range of activities through consultation with the Head of PE & Sports and Head of Activities and Inter-House.
• Negotiate and co-ordinate with individual teaching staff and subject departments on their commitment to the activities programme.
• Negotiate and source external coaches and outside agencies with their contribution to the programmes (including Activities and Years 12/13 Sports & Leisure programmes) and establish contracts with them.
• Ensure the appointment of external coaches and outside agencies complies with the prevailing ESF policies and administer the related qualifications, contracts, and insurance requirements.
• Collection of any extra curricular activities additional fees and the management of the activities account.
• Keep an overview, administer and organise all logistics for extra curricular activities, Sports and Leisure programme, sports department trips and International School Link trips (including air tickets, visa, local transport, etc).
• Input data and prepare activities registration reports for staff, outside coaches and agencies.
• Publicise the available activities and allocate students to activities via an online booking system.
• Booking of all pitches, facilities and transport for whole school trips, inter house and afterschool bus schedule including liaison with Educational Services Ltd.
• Support and trouble shoot the activities programmes; and ensure registers are updated.
• Handle enquiries from parents, students and staff for activities programmes.
• Liaise and coordinate with the school’s Finance and General Office with invoice payment, purchase orders, contract signing and insurance coverage.
• Prepare, compile and publicise booklets for each Term activities programme including Inter-house Swimming Gala, Athletics and Cross Country plus any other extra curricular/PE department programmes.
• Perform all admin tasks as required by the Head of PE& Sports, Leading Teacher and Head of Activities and Inter-House.
• Perform any other duties as and when assigned by Line Managers.

Typical reporting relationship

Head of PE & Sports / Head of Activities and Inter-House / Leading Teacher of PE / Facilities & Office Manager

Minimum typical education

Higher Diploma or Degree in Business Administration

Minimum typical experience

2 years of relevant working experience

Abilities

• Fluency in both written and verbal English is essential
• Strong collaborative & organisational skills and ability to work effectively with internal and external parties
• Good communication and interpersonal skills
• High level of initiative, a self-starter and team player
• A positive and engaging personality
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Google Apps) and have use of management systems is essential
• General understanding on operations for Recreational activities for secondary school
• Organisation skills
• Communications, working with parents, students, teachers and staff
• Leadership skills
• Book‑keeping and basic accounting knowledge

Soft / Transferable Competencies required

• Organisation skills
• Communications, working with parents, students, teachers and staff
• Leadership skills

Development / Training to support role competencies

• To be negotiated as part of the performance management process

Eligibility

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

Contact

For enquiries, please contact Elite Chung @ [e-mail] for Support Staff and Educational Assistant roles or Zin Mogg @ [e-mail] for Teaching roles.

Equal Opportunities Employer

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 Handling

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.

Recruitment Practices

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.

Background Checks

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.

About Us

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

About the Team

South Island School is a dynamic, innovative and forward-looking school located in a green setting on the south side of Hong Kong Island. It caters for 1,440 students from around 40 different nations. The school prides itself on a strong values-based philosophy, an international outlook, a personalised curriculum and very high academic standards. There is a focus on the development of students’ personal qualities, fostering a skill set which is creative and contemporary and which develops community responsibility under the banner ‘Making a Difference’. The school is inclusive and makes excellent provision for students with a range of individual needs. The school is authorised by the IBO to offer the MYP (Years 1-3), the IBDP, and the IBCP. https://sis.esf.edu.hk

Vision

Our vision is for every student to be the best that they can be.

Mission

Our mission is to inspire creativity and nurture global citizens and leaders of the future. We do this by creating joyful learning environments, led by a community of exceptional teachers who bring out the best in every child through a personalised approach to learning and by inspiring curious minds.

Privacy Policy

Privacy Policy https://www.esf.edu.hk/privacy/ (Personal Data Handling & Data Privacy Policy included in this page: https://www.esf.edu.hk/wp-content/uploads/2025/02/ESF-Personal-Data-Handling-Data-Privacy-Policy.pdf)

Disclaimer

Disclaimer https://www.esf.edu.hk/disclaimer/

Diversity, Equity and Inclusion (DEI) Statement

Diversity, Equity and Inclusion (DEI) Statement https://www.esf.edu.hk/dei_statement/