About SISD The Swiss International Scientific School in Dubai (SISD) is a leading international day and boarding school where future generations are inspired to become confident and enthusiastic lifelong learners, ready to embrace the opportunities and challenges of a global world. Founded in 2015, our school currently welcomes more than 1500 students of more than 70 different nationalities on its cutting-edge campus, in the centre of Dubai. From Pre-KG to Grade 12, SISD follows the full continuum International Baccalaureate (IB) programme in three streams focusing on personalised learning and the development of 21st century skills. Students choose between the English with additional languages/STEAM stream or the bilingual English-French/German streams. We pride ourselves on being a fully accredited IB Continuum World School, offering the IB Primary Years Programme (PYP), IB Middle Years Programme (MYP), IB Careers Programme (IBCP) and IB Diploma Programme (DP). Our personalised international curriculum offers an engaging learning experience, the challenge of developing a real understanding of cultural diversity and the support of a thriving international community. Our state of the art, eco-friendly campus adjacent to Dubai creek, ensures that we can offer a wide range of sporting and after school activities tailored to the personal needs and preferences of every student. Job Title: Boarding School Secretary
Department: Boarding
Start Date: June 2023
Reports to: Head of Boarding Job Scope: The Boarding School Secretary will:

• Provide administrative support to the Head of Boarding as a priority, the Boarding Leadership Team, and the Boarding Team where necessary.
• Support the vision and values of the school in always presenting a highly professional image of the school.

Main Duties and Responsibilities This is not an exhaustive list of all duties/responsibilities. Administration:

• Generate weekly reports from iSAMs, ORAH and school platforms for Boarding Leadership.
• Maintain accurate attendance records for all boarding students, liaising with Secondary School Secretary when necessary.
• Coordinate collation of student flight details for breaks, including assigning staff for student pick up and drop off, communication with parents and booking of transportation.
• Generate the daily message for the boarding team.
• Ensure the completion of boarding registration for boarding school students\xe2\x80\x99 attendance in ORAH, including students who are late to roll call.
• Manage the Boarding Helpdesk, liaising with relevant parties on resolutions of concerns.
• Coordinate trip and event organization, including the completion of the trips and event forms.
• Coordinate medical, and dental appointments for boarding students as requested.
• Coordinate \xe2\x80\x9coff-site permission\xe2\x80\x9d requests in conjunction with Boarding Leadership.
• Maintain student files, ensuring all visa, medical, contact, and academic information is up to date.
• Maintain meeting minutes and communicate meeting minutes when required.
• Contact boarding staff on duty where registration is incomplete, or not updated.
• Arrange bus transportation and canteen when needed for trips and events.
• Maintain, and report, monthly canteen meal records for all boarding students.
• Register boarding students for ASA each term in Schools Buddy in liaison with the ASA team, boarding parents, and boarding students.
• Liaise with the school administration team in maintaining up to date academic data for boarding students.
• Arrange interviews for prospective boarding staff members including Zoom/Skype interviews.
• Arrange interviews for prospective boarding students including Zoom/Skype interviews.
• Generate relevant posters, and templates, for the display of information.
• Communicate information regarding new students, change in status and taster days to the relevant staff members.

Visas and Medical:

• Collate all documentation required for boarding students visa processing, in accordance with visa regulations.
• Liaise with the school PRO to ensure entry permits are processed for boarding students.
• Coordinate medical insurance subscription for boarding students.
• Liaise with external providers for insurance claim processing.
• Assist KHDA Coordinator with registration of boarding students.

Finance and Procurement:

• Maintain the boarding petty cash records and submit invoices to the finance department.
• Process bills and invoices for reimbursement.
• Prepare and raise purchase orders and order schedules.
• Coordinate with the finance department for purchase requests and placing orders.
• Build, maintain and manage supplier relationships, and keep up good communications
• Conduct research on cost comparison, and supplier analysis.
• Contact suppliers to resolve price, quality, delivery, or invoice issues.

Operations:

• Ensure the smooth operation of the Boarding School\xe2\x80\x99s duty office, including welcoming visitors and always acting as an ambassador for the Boarding School.
• Ensure the boarding duty office is always staffed and prior permission to attend school events is requested and obtained before attending a school event
• Be the first point of contact between the parents, the wider community, and staff members
• Respond to communication in a timely manner and where appropriate, responding directly to communications via email and telephone.
• Screen incoming phone calls, record and communicate with the relevant staff members
• Coordinate meetings between boarding staff, teachers, parents, students, and leadership team
• Organize administrative resources and approving requests for services and stationeries requisitions
• Assisting boarding staff, parents, students with information and direct any concerns to the responsible leadership team member or the IT team if the concern relates to technology
• Assist the \xe2\x80\x9cAfter-School Activities\xe2\x80\x9d Team with attendance and ensure Internal ASA registers are completed and relevant boarding staff are informed for students who do not attend via telephone.

Support for the Head of Boarding and the Boarding Leadership Team:

• Manage agenda of the Head of Boarding School and SLT members, organizing internal and external meetings.
• Calendar management and planning in co-ordination with the Head of Boarding and the Senior Leadership Team
• Be proactive in actively checking the planning for the week ahead for organization and bookings for Boarding Leadership.
• Communicate relevant information regarding calendar events, new Student taster days and day to day operations of the school in the Boarding Notebook
• Ensure the effective delivery of successful internal and external communications on the leadership Team\xe2\x80\x99s behalf
• Assist with ad hoc information posters and written correspondence to parents in liaison with the Leadership Team
• Follow-up colleagues with their record of absences (illness, unpaid, maternity, holiday, and other leave) and record it in the HR master file
• Be present at boarding induction

General:

• To be familiar with the National Minimum Boarding Standards for Boarding Schools and ensure compliance with them.
• Undergo annual appraisal in line with the current system.
• To attend house boarding staff meetings as required by the Head of Boarding
• To be familiar with the school\xe2\x80\x99s code of practice for health and safety, and its policies and procedures for countering bullying, substance misuse and child protection; to be willing to undertake additional training as required by the School.
• To carry out other related duties as may be reasonably required from time to time by the Principal and Head of Boarding, subject only to the provision that such duties shall fall within the general aim of the post.

Safeguarding and Child Protection:

• Boarding School Secretary must be thoroughly familiar with the School\xe2\x80\x99s policies on Child Protection, safeguarding and professional guidelines.
• Liaise with external visitors to the House such as delivery firms, contractors, meter readers and others whose necessary periodic access to the House must nevertheless be supervised for safeguarding reasons.

Key Relationships Internal: Head of Boarding, Deputy Head of Boarding, House Parents, Academic Tutors, Matron, Boarding Assistants, Secondary School Secretary, Students, Staff members, Counsellor, Healthcare Team, HSE Team, Marketing & Admissions Team, HR Team External: Parents, KHDA, IB, other schools and outside agencies Position Requirements Education:
Educated to A or IBDP level Experience:
Minimum of 5 years of secretarial experience preferably in a boarding or secondary school setting Competencies:

• Be an exceptional communicator whether in writing, telephone communication or in one-to-one situations with students and parents
• A proven track record of meeting deadlines through effective management, organization and planning of work
• A high level of IT literacy
• Proficiency in other languages such as French, German, or Arabic is desirable
• Be adapt at having oversight of multiple projects at any one time
• Be able to build effective relationships with a wide range of people including students, parents, colleagues and the wider community. The ability to put people at ease, reassure, guide and explain
• High level of emotional intelligence and empathy
• Be a good team player
• Be a flexible, proactive problem-solver with an analytical mind and a creative approach to challenges
• Culturally agile and adaptable
• Understanding the complex and demanding environment of an international school community

Salary & Benefits: Competitive remuneration and benefits
Contract Fixed: Term contract Application Candidates are requested to submit ALL of the following documents: