Personal Assistant to the Head of Prep School

Brighton College Vietnam is the first of seven schools to be developed in Vietnam in a partnership between Brighton College UK (one of the very top independent schools in the UK) and Vingroup. The School is growing rapidly and the role will develop considerably over time calling for a flexible and pro active approach. As well as offering exemplary secretarial and organisational support, the PA will be the first point of contact for parents, visitors and other stakeholders to the Prep School . As such the PA will have exemplary presentation, a first class command of English in both written and spoken forms, be able to exercise tact, diplomacy and discretion and have meticulous attention to detail in their work. They are expected to be a self-starter, able to adapt to changing pressures and reduce the administrative demands on the Head of Prep. You are expected to model our core values of curiosity, confidence and kindness and build positive relationships with SLT, teaching and non teaching staff, parents and above all pupils The post will involve Saturday working as required (normally two per month) and additional hours for special events/evening functions Job Specification • To manage the Head of Prep’s outlook diary and organise appointments in line with the priorities she establishes • Deal with all routine administrative tasks and paperwork and therefore being able to communicate fluently in both Vietnamese and English in order to ensure communications retain their nuance and meaning • Provide translation services for parents and other guests visiting the Head of Prep. This will be both Vietnamese to English and from English to Vietnamese. Given the nature of these conversations this is crucial part of the role • Produce paperwork, spreadsheets, presentations, and other information to support the Head of Prep in her role • To support other members of the Prep leadership team as required in delivering their roles • To work closely with Admissions to arrange interviews and meetings with parents • To organise meeting and interview schedules • To deal initially with callers, prioritising responses, responding sympathetically to concerns and alerting the Head of the Prep to issues that may be emerging • Draft basic communications and produce dossiers and drafts of other documents, reply to routine emails as requested, produce agendas and minutes of meeting (including secretarial support for such meetings of the leadership team as required) • Produce weekly diaries and paperwork for the Head of Prep and brief her on upcoming events • To engage with stakeholders to ensure the Head’s private office is as welcoming and effective as possible in working with all concerned

Person Specification Quality/skill/qualification E= essential D= desirable Discrete, diplomatic approach, accustomed to a confidential way of working E Confident approach to working and accustomed to prioritizing tasks and working with CEO level colleagues E Immaculate presentation E Understanding of Vietnamese schools for eg: MOET expectations but with international context (we are a British school in Hanoi) E Able to keep to strict deadlines and work under pressure. Hard working approach to role, going the ‘extra mile’ E Fluent English speaker able to communicate as equally effectively both in written and oral tasks E: IELTS level 7-9 or equivalent. Will be tested before appointment both by interview and written tasks Confident telephone manner able to respond courteously and confidently to enquires E Advanced ICT skills to include but not limited to outlook, teams and zoom, word, excel, power point and project. Experience of interactive databases E: evidence of additional training or qualifications Experience of using an MIS D Experience of working in a school environment D Ability to multi task and to work necessary hours to support the Head of Prep. This may require times outwith the school day E Educated to degree level from respected university E Commitment to further development and training E Benefits ● Negotiable, competitive salary. ● Insurance plans according to the law and a separate Vingroup health insurance package. ● Discounts and incentives when using Vingroup’s products and services. ● Opportunity to work in a professional, dynamic, and challenging international education environment. ● Chances to learn and grow by working with the world’s leading educators. ● Free annual health check-ups at Vinmec International Hospital. ● Work time: Monday through Friday; Saturday and Sunday off; summer breaks, winter breaks and other holidays according to the policy. Brighton College Vietnam considers the safeguarding of pupils as a top priority; therefore, all candidates are thoroughly investigated regarding their backgrounds before the interview. Once selected, candidates will undergo a verification process for the authenticity of their qualifications, certificates provided, and a criminal record check to assess their suitability for working with young children. Questions related to child safety and safe recruitment will be posed during the candidate selection process.