Administrative Assistant

English Schools Foundation; Hong Kong; On-site; HKD 180,000 - 260,000; Full time

Job summary

English Schools Foundation's Sha Tin Junior School is seeking an administrative assistant to join the team and support reception duties and school operations.

The role involves handling walk-in, phone and email enquiries, assisting with admin tasks, reports, events, and ensuring adherence to ESF policies including safeguarding and data privacy. A 1–2 year track record in admin and strong MS Office skills are preferred.

Qualifications

• Form 5 or above or an Office Administration course or equivalent.
• 1–2 years of administrative support experience.
• Proficiency in MS Word, Excel and other Microsoft Applications.
• Fluent in English and Cantonese, both written and spoken.
• Strong office administration skills.
• Excellent interpersonal skills.
• Excellent organisational skills.

Responsibilities

• Operate the school reception, handling walk-in and phone calls with high-quality customer care.
• Follow the ESF Inclusion Policy.
• Understand safeguarding and child protection responsibilities for the role.
• Know data privacy and ESF dignity in the workplace policy.
• Manage mail enquiries in absence of the administrator.
• Provide admin support: file management, forms, supplies, and event paperwork.
• Act as petty cash custodian when the administrator is away.
• Update timesheet system for supply teachers and lunchtime supervisors.
• Handle phone enquiries and redirect as needed.
• Assist with materials and events preparation for Principal, HR, Finance Manager, Office Manager.
• Prepare reports for Principal and staff.
• Carry out other duties as assigned by school leadership.

Skills

MS Word & Excel

Interpersonal skills

Organisational skills

English & Cantonese

Experience: 1-2 years

Education

Form 5 or equivalent

Tools

MS Office Suite

Job description

Sha Tin Junior School is looking for an administrative assistant to join the team.

Main Accountabilities

• Operate the reception desk at the school, handling walk-in, and telephone calls with high-quality customer care
• Be aware of the ESF Inclusion Policy
• Understand safeguarding and child protection responsibilities relevant to the role
• Understand data privacy and expectations of the ESF dignity in the workplace policy.
• Answer and redirect mail enquiries from the school info account and other relevant emails in the absence of the administrator
• Provide administrative support for the relevant departments such as:
  • Maintaining files or folders in good order
  • Ensuring a sufficient supply of forms, working documents, office supplies, and refreshments.
  • Processes paperwork for Support Staff and EA interviews and other related matters
  • Trips and events paperwork
• Act as the petty cash custodian during the administrator's absence. Counting the school cash/ funds before securely locking them in the cash box
• Update the timesheet system for Supply Teachers, EAs and lunchtime supervisors as requested
• Answer or appropriately direct telephone enquiries.
• Operate the reception desk at the school, handling walk-in, telephone and email enquiries in the absence of the administrator
• Sort and distribute incoming mail and deal with outgoing mail and/or courier packages
• Support the Principal, HR and Finance Manager, Office Manager or teaching staff in the preparation of materials and school events. For example: Music and Speech Festival, Parent communications, labels, information packs etc.
• Prepare reports and information as required by the Principal, teaching staff, HR and Finance Manager, Office Manager or (Senior) Administrator
• Perform any other duties as and when assigned by the Principal, teaching staff, HR and Finance Manager, Office Manager or (Senior) Administrator

Requirement

• Form 5 or above or Office Administration course or equivalent
• 1-2 years of administrative support experience
• Proficiency in MS Word, Excel and Other Microsoft Applications
• Preferably fluent in oral and written English, Cantonese
• Applies competent office administration skills
• Excellent interpersonal skills
• Excellent organisational skills

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

For enquiries, please contact Philippa Lui @ 26922721 or Email: [e-mail]

Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date. We strongly recommend early applications as we reserve the right to appoint candidates earlier than the 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.

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

ESF Sha Tin Junior School's vision - Learning for Life - is underpinned by four core values. In order to aspire towards a life of learning, we encourage our students to focus on:

• Wellbeing
• Inclusivity
• Flexible minds
• Making a difference

We offer a balanced programme ensuring learners have the opportunity to develop academically, mentally, socially and physically. Our programme is guided by the philosophy of Positive Education and is inquiry based in outlook. Individual needs are catered for through an inclusive approach, implementing a range of teaching and learning approaches.

All stakeholders are encouraged to develop resilience, use a growth mindset and a "can do" attitude. We empower learners to take meaningful action and realise the impact each and every one of us can have in reaching the 2030 Global Goals.

https://sjs.esf.edu.hk