School Secretary

Cognita Schools; Singapore; On-site; SGD 33,000 - 50,000; Full time

Job summary

Brighton College (Singapore) operates within the Cognita schools network and seeks an experienced School Secretary to welcome visitors and support Head Master-administrative needs.

The role focuses on confidential admin support, attendance and student records, inquiries, and event logistics for ELV and admissions, in a fast-paced, international environment requiring professionalism and discretion.

Qualifications

• At least 5 years of administrative experience in a similar role.
• Excellent verbal and written English communication skills.
• Proven experience in an international or multinational setting preferred.
• Experience working with databases and office software.
• Strong organizational and multitasking abilities.
• Good interpersonal skills with diverse audiences.

Responsibilities

• Be the first point of contact for visitors, parents, pupils and staff.
• Maintain student records and attendance data with confidentiality.
• Draft and proofread school correspondence and reports.
• Manage reception, inbox, and telephone communications.
• Support open mornings, events, and logistics for school activities.
• Assist with safety, emergency procedures, and filing.

Skills

Administrative experience

Excellent communication

Team player

English proficiency

Multitasking

Interpersonal skills

Education

Diploma or Bachelor’s Degree preferred

Tools

Databases

MS Office

Email management

Job description

About The School

Brighton College (Singapore) is an exciting place to work, and it is our staff who make our community a vibrant and stimulating environment.

The academic success of the Brighton College Family of Schools is due to excellent, innovative and well-planned teaching. Above all, therefore, we are looking for individuals who foster a passion for learning and who demonstrate an ability and genuine desire to develop pupils and staff to their fullest potential.

The school now has an exciting opportunity for an experienced School Secretary to join our fantastic team.

About Cognita

At Cognita, we know every student is unique. We nurture their distinct personalities and strengths. We support them academically, socially, and emotionally, wherever they are in the world, wherever they’re starting from. And each and every one of our schools is unique too.

We protect what’s special about them, while offering them rich knowledge, opportunities, and best practices. And they get to be part of something bigger. We open their classrooms to the collective wisdom of over 100 schools in 17 countries, ensuring every child gets an education that’s, quite literally, world class.

It’s an individual approach that empowers every school, teacher and student to focus on what they do best. And thrive.

Position Objective

This role creates an exceptional first impression of the school as the first point of contact for all visitors, guests, parents, pupils and staff. The position is expected to provide confidential, consistent and professional administrative and secretarial support for the effective and smooth running of the School’s operations, particularly in support of the Head Master and new admissions to the school. The position requires a high level of efficiency, flexibility and the ability to work under pressure and maintaining confidentiality is key.

Administrative & Student Records

• Attendance Management: Manage and record daily student attendance for assigned Year groups.
• Pupil Departure Documentation: Prepare and issue Leavers Certificates and draft Parent and Pupil Leaving Letters.
• Inquiry Management: Handle and log calls for Pre-Prep Enquiries.
• Parent Passes: Manage the issuance of Parent Passes for current school parents.
• Courier Management: Manage FedEx (and other courier services), including preparing shipments, tracking incoming/outgoing packages, and processing necessary paperwork.
• Lost & Found Management: Maintain the Lost and Found items. Assisting pupils/parents at ELV with retrieval and managing the disposal of unclaimed items according to school policy.

Communication & Reception Support

• Inbox Management: Maintain the ELV Receptionist Inbox, ensuring timely response and routing of emails.
• General Correspondence: Draft, type, and proof-read general school correspondence, memos, and reports as directed.
• Visitor Management: Greet and direct visitors, parents, and students at ELV, ensuring adherence to school security protocols (e.g., signing in and out).
• Telephone Operations: Answer, screen, and forward incoming phone calls, taking messages as necessary.
• Office Environment: Keep the Reception Desk Clean and Tidy at all times to maintain a professional and welcoming front-of-house appearance.

Marketing & Event Support

• Open Morning Preparation: Assist with packing bags for Open Mornings and similar events
• Event Logistics: Provide general administrative and logistical support for school events, assemblies, and parent-teacher meetings at ELV

Safety and Emergency Procedures

• Emergency Attendance: Be responsible for taking and reporting attendance (roll call) for all students at ELV and staff during fire drills and actual emergencies, following established school protocol.
• Safety Documentation: Maintain up-to-date records of pupils and staff records for Emergencies.

General Office Assistance

• Filing and Data Management: Organize and maintain physical and electronic student and school records, ensuring accuracy and confidentiality.
• Any other reasonable tasks as assigned by the school leadership team / Line manager
• Manage other ad hoc administrative duties: Monitor and order school and office supplies, ensuring all necessary materials are in stock.

Key skills & Experience

• At least 5 years of administrative experience in a similar role.
• Excellent communicator and team player with diversity to serving the needs of a diverse population.
• Excellent English verbal and written communication skills with a sharp eye for details and proofing capacity for the Head of School and School publications.
• Proven experience of working in an international or MNC setting is preferred
• Experience of working with databases.
• Excellent organizational skills with particular ability to multi-task and prioritize work.
• Good interpersonal skills; the ability to communicate effectively with a wide range of individuals and to assess and diffuse confrontational situations.

Qualifications

• Diploma or Bachelor’s Degree preferred