2708 Receptionist /Punggol

Name of Authority: Punggol Secondary School

Contract Period: From 1 January 2027 to 31 December 2027 Option to extend: From 1 January 2028 to 31 December 2028

Personnel to be deployed at the following hours:

• Mondays to Thursdays: 8:00am to 5.30pm, inclusive of 1 hour lunch break
• Fridays: 8:00am to 5:00pm, inclusive of 1 hour lunch break
• Service not required on Saturdays, Sundays and gazetted public holidays

Requirements: The Personnel should preferably have at least the following qualifications, experience and skills:

1. Qualifications

• GCE 'O' Level or Higher NITEC

1. Experience

• 3 years of working experience in reception and general administrative duties in a secondary school

1. Skills and Competencies

• Customer service oriented with a warm and professional disposition
• Proficient in Microsoft Office applications

Job Scopes： The Services required are set out as follows: As the first point of contact for the school, the Receptionist shall manage the reception counter professionally and courteously, projecting a positive image of the school at all times. The Receptionist shall safeguard all confidential information relating to students, staff and families with the utmost discretion and integrity, in compliance with the Personal Data Protection Act (PDPA) and the school's data management policies.

Key responsibilities include:

1. Reception & Visitor Management

• Attend to visitors, parents, students and staff at the reception counter professionally and courteously.
• Answer, screen and manage incoming calls and enquiries, and promptly direct them to the appropriate personnel.
• Verify visitor identities and direct visitors to the appropriate personnel or venue.
• Ensure the reception area is tidy, welcoming and secure at all times.

1. Administrative Support

• Perform general administrative duties, including data entry, issuance and tracking of physical keys and access cards, and maintenance of proper records.
• File and archive documents in accordance with the school's records management guidelines.
• Prepare simple correspondence, forms and notices as directed.
• Assist with incoming and outgoing mail and deliveries, including logging, sorting and distributing them to the relevant staff.

1. Equipment & Office Upkeep

• Maintain photocopiers and other general office equipment by replenishing consumables such as paper and toner, clearing paper jams, and promptly logging and coordinating servicing and repairs with vendors.
• Maintain the cleanliness and orderliness of the General Office pantry and storeroom.

1. Stationery & Stock Management

• Manage the school's inventory of stationery and office supplies.
• Conduct stock checks at least once a month and maintain accurate, up-to-date inventory records.
• Raise purchase requests when stocks fall below the minimum threshold.
• Receive and verify deliveries against purchase orders and update inventory records accordingly.

1. Student Administration

• Assist with the Secondary 1 registration exercise and processing of student transfers, including verifying documents, updating student records in the school's student management system, and liaising with parents and relevant parties.
• Assist with other student administration matters as directed, including issuing letters, collecting forms and documents, and attending to student-related enquiries at the reception counter.

1. Email Management

• Manage the school's general email inbox, ensuring that incoming emails are acknowledged within one working day and promptly routed to the appropriate staff for follow-up.
• Maintain a simple log of emails received and their routing status to facilitate tracking and follow-up where necessary.

1. Ad-hoc Duties

• Carrying out any other duties as assigned by the school's management and staff in support of the school's operations.

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