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An established international school in Singapore is seeking a dynamic individual to support the sports department's administrative and logistical needs. This role involves managing the CCA and ACSIS programmes, ensuring smooth operations, and fostering positive relationships with students, parents, and providers. You will play a crucial role in organizing events, coordinating schedules, and maintaining communication across various platforms. Join a vibrant community that values respect, openness, and diversity, and contribute to an environment where students thrive and enjoy lifelong learning.
About GESS
As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.
We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award.
Job Purpose
Support the administrative and logistical aspects of running the sports department and in particular, the ACSIS (Athletic Conference for Singapore International Schools) programme, competitive sports and co-curricular events. & to be the point of contact for the CCA and ACSIS Department
Responsibilities and Accountabilities
Collaboration And Coordination
· Provide excellent customer service when presenting the CCA and ACSIS programme, present the school as a customer friendly, service-based organization.
· Establish a good customer relationship with Parents and Providers.
· Manage the day-to-day operations of the CCA and ACSIS programme.
· Support the Head of Operations with the organization of the Holiday Camps.
· Coordinating ‘Try Out’ weeks for ACSIS team.
· Support and promote CCA events e.g. performances, CCA Fair, contributions to festival etc., and manage CCA event calendar.
· For off campus activities provide timely information to the bus office to enable them to organize transport
· For on campus activities ensure the present of referees and book venues accordantly
· Collate all dismissal information and provide this to all Instructors at the start of the CCA.
· Coordinate the Wildcats uniform (inventory & distribution to students)
Organize appropriate recognition of student participation/achievement in competitive sports, e.g. Furnishing Medals and displaying Team Photos and trophies
Support
· Assist in writing and facilitating communications about CCAs and ACSIS with parents, homeroom teachers and instructors, via direct email or other means of communication.
· Person in charge of the cca@gess.edu.sg and sports@gess.edu.sge-mail account.
· Assist in creating Posters and class descriptions to be published at the start of each Semester in collaboration with the Design Team
· In charge of scheduling ACSIS Games in collaboration with other schools
· Assist the CCA and ACSIS Manager, to coordinate the CCA schedule and locations
· Coordinate venue planning incl. contingency plan
· Plan and manage the distribution of CCA assistants and accompanying person for ACSIS matches
· In charge of Cover arrangements
· Update and maintain Parent Portal and GESS website content
· Assist the CCA and ACSIS Manager with a smooth enrolment process for all parties
· Under the guidance of the CCA and ACSIS Manager follow up on the payment deadlines
· Manage a smooth daily process, including attendance checks and coordination for missing children.
· Ensure that Providers have completed their Child Protection Training before the start of each school year
· Conduct lesson observation
· Any other responsibilities and tasks as required and/or directed by the CCA and ACSIS Manager.
Knowledge and Experience
· Diploma in any field
· Professional in written and spoken German and English, as you will be engaging with students, parents and colleagues who speak these languages.
· Excellent organisation, administration and communication skills.
· Relevant experience in administrative or service-oriented fields. Sport knowledge is an advantage.
· Enthusiastic and willing to work flexible hours.
· Ability to multitask and work under pressure.
· Good team player.
· Excellent Computer skills.
· Open mindedness to work in international teams.
Technical and Soft Skills
· Basic IT skills including outlook, excel, power point, school's systems
· Interpersonal skills to facilitate interaction with a multifaceted workforce
· Team player and ability to work in a fast-paced environment and prioritize multiple activities
· People skills - must be able to liaise with all levels of staff; proven 'hands on' organization skills; self-motivated and service orientated
· A proactive and 'can do' attitude
· Attention to detail
Fair Recruitment and Safeguarding:We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, marital status, pregnancy status, caregiving responsibilities, race, religion, language, disability or mental health conditions. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.