Assistant Secretary / Examinations Administrator (Secondary)- Discovery College

Discovery College is searching for a Assistant Secretary / Examinations Administrator (Secondary). The ideal candidate would provide a full range of secretarial and administrative support to Secondary Leadership team.

Job Summary

To Supports the Head of Secondary in fulfilling and executing duties, ensuring the smooth and efficient operation of the Secondary School. Acts with a high degree of independence and discretion in setting tasks and priorities as approved by the Head of Secondary. This role require an offset work schedule (early start, being contactable from 6.00am and corresponding early finish at 2.30pm) to ensure Teacher Supply is arranged in good time.

Key Responsibilities

Administrative Coordination & Leadership Support

• Provide a full range of secretarial and administrative support to the Secondary Leadership Team, working under the direction of the Head of Secondary or their delegate, to ensure office coherence and administrative consistency, efficiency, and adherence to school-wide practices.
• Act as a communications conduit for the Secondary Office, supporting the PA as an initial host for visitors and managing enquiries with professionalism and confidentiality.
• Assist with staffing-related processes, including recruitment logistics, correspondence, and the coordination of interview schedules for new appointments.
• Support the preparation and maintenance of documents, meeting papers, and reports accurately and promptly in accordance with ESF style and formatting standards.
• Ensure strict compliance with ESF safeguarding and child protection standards in all interactions with students, staff, and external invigilators. (not sure where else this would be placed).
• Answering telephone calls and distributing messages
• Perform general office administration and reprographic work (Photocopying, binding, etc)

Operations & Supply / Cover Staffing

• Administer and manage time-critical tasks independently, specifically the Daily Teacher Supply System for Secondary, to ensure all classes are appropriately covered each morning.
• Adhere to the offset work schedule (early start, being contactable from 6.00am and corresponding early finish at
2.30pm) to ensure Teacher Supply is arranged in good time.
• Support facility planning and operational logistics to maintain the daily functioning of the Secondary School.
• Organise venues, refreshments, and catering for meetings and functions as required.

Examinations Administration

• Administer the full cycle of IBDP exams, including scheduling, candidate registration, data entry, and the booking of invigilators.
• Administer operational and rooming logistics for events e.g. exam accommodations, etc.
• Utilise IB specific systems, including IBIS (International Baccalaureate Information System) and My IB, to manage assessment data and maintain compliance.
• Manage the recruitment and briefing of external invigilators, ensuring all interactions meet school safeguarding standards.
• Perform detailed data handling and analysis to support curriculum areas and the processing of examination results.
• Perform other duties and assumes accountabilities as apparent or as delegated, including mutually agreed upon objectives

This position follows a 5-day work week schedule across the year, including school holiday periods, and the entitlement of annual leave. It also features offset hours so that Teacher Supply can be arranged in good time each morning, with a corresponding early finish each afternoon.

Minimum typical education:

• Form 6 or above
• Secretarial or Office Administration course or equivalent

Minimum typical experience:

• 3-4 of years secretarial or administrative support experience
• Previously working in a school would be an advantage

Core Professional/Technical Competencies required:

• Proficiency in MS Word, Excel, Google Workspace (Docs, sheets, forms, slides) and Other Microsoft applications
• Ability to compose routine letters following established standards
• Applies competent office administration skills
• Excellent interpersonal & organisational skills
• Fluency in oral and written English, and knowledge of Cantonese is desirable

Development/Training to support role competencies:

• Excellent communication and interpersonal skills
• Proactive and customer-oriented
• Planning & Organisational Skills
• Able to contribute to a team and work independently
• Able to follow up consistently

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

For enquiries, please contact Rashmi Tandon at tandor1@dc.edu.hk. 

Click here for more details about the role

Applications will be reviewed on a rolling basis and offers may be extended prior to the job 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 opportunity. 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.

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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