School Administrator

Job Description

The Asia Pacific Schools, in partnership with The International Schools Partnership (ISP), equips students for local and global success by delivering Amazing Learning and offers both the international and Malaysian National curricula in the Klang Valley, Malaysia. The national school of Asia Pacific Schools offers the Malaysian National curriculum from Standard 1 to Form 5 and is one of the most established private national schools in Malaysia.

The Asia Pacific Schools promotes equality and is an equal opportunity employer that prohibits discrimination and harassment of any kind. We are committed to diversity and inclusion, as well as providing employees with a work environment that is free of discrimination and harassment.

Key benefits:

• A culture of engagement and trust, where staff contributions are recognized and valued.
• A passionate and motivated team of professionals who put children at the heard of decision-making.
• An embedded whole campus commitment to professional development and a commitment to serving others.
• A peer network of like-minded teaching colleagues and support from operations’ staff.
• Access to expertise, best practice sharing and learning opportunities across countries and cultures.
• A commitment to employee well-being.    

We also offer:

• Competitive salary
• Pension fund contribution to an Employee Provident Fund (EPF)
• Fee discount for children of employees
• Outpatient and inpatient medical benefits
• Paid leaves: medical, hospitalization, annual leaves, maternity, compassionate, etc.

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ASIA PACIFIC SCHOOLS 

We are seeking to hire a School Administrator with experience in a national school for commencement July 2026.

Purpose of Role

The APS School Administrator is responsible for ensuring the efficient and effective operation of school administrative functions, supporting the academic and operational needs of the school. This role involves managing day-to-day administrative tasks, facilitating communication between staff, parents, and students, providing essential support to the school leadership team. The Administrator plays a key role in maintaining a well-organised, welcoming, and productive school environment, contributing to the overall success and smooth running of the school. 

ISP Principles

We begin with our students. Our children and students are at the heart of our business. Simply, their success is our success.

We treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the wellbeing of each other.

We operate effectively. We focus relentlessly on the things that are most important and will make the most difference.

We are financially responsible. We make financial choices carefully based on the needs of our children, students and schools.

We learn continuously. Getting better is what drives us.

Key Responsibilities:

• To provide comprehensive administrative support to the school.
• To arrive punctually, be prepared for each school day and maintain regular attendance.
• To receive visitors to the school and to communicate with courtesy, tact, diplomacy and clarity to all staff, students, parents, carers, visitors, outside agencies and the wider community, including answering general telephone and face-to-face enquiries for the National School.
• To assist with student and welfare duties, including liaising with parents and staff, etc.
• To maintain and update all administrative and information systems and processes as required, including retrieving and collating information to ensure delivery of a high-level administrative service.
• To produce lists, information and data as requested, for example, students’ data, and student’s leaving certificates.
• To coordinate and or liaise with Admissions team on assessment and appointments.
• To assist students and others with routine problems and to refer non-routine items to a supervisor.
• To work cooperatively as part of a team.
• To build and maintain for as long as necessary an inclusive relationship between the school and families.
• Use initiative in time management to organise workload to meet deadlines.
• To consistently exhibit high standards of professional conduct as per school values at all times.
• Collaborate and work closely with Parent Services on retention efforts and ensure that all relevant documentation is prepared in a timely manner.
• To assist with administrative tasks assigned as and when reasonably required by the SLT.
• Other responsibilities as assigned at the discretion of the Head of Schools and/or Head of Schools.

Skills, Qualifications and Experience

• Minimum 2 years’ experience with Diploma in administrative work and working with parents/ students in an educational environment.
• Proficient in English Language and Bahasa Malaysia – written and oral.
• Knowledge of any local dialects would be an advantage.
• Work evening/weekends when required.
• Understanding international schools for both local and expatriate students is useful.
• Strong analytical skills with the ability to work independently as well as in a team.
• Proficient in using Microsoft Office – Word, Excel, Sway.
• Attain proficiency in ISAMS and related technology that the job requires.
• Other responsibilities as assigned as per the discretion of the Principal and Head of Schools.
• Complies with work hours set forth in the contract.
• Assists in general duties required of the team to run a successful school.
• Possess excellent organization, interpersonal and communication skills.
• Be flexible, reliable, and well-organized.
• Able to multitask and handle competing priorities.
• Have excellent time management skills.
• Have a proactive approach to work; have personal integrity.
• Ability to communicate succinctly and effectively both orally and in writing.
• Be an effective problem solver and a flexible team player.
• Demonstrate discretion and tact.

OTHER EXPECTATIONS

• Fully and positively participate in the school’s performance appraisal scheme to develop and enhance personal and service performance.
• Undertake any other reasonable duties requested/assigned as required by Campus Principal especially regarding the school’s administrative functions.
• Ensure that school policies including those relating to Safeguarding, Race Equality, Equal Opportunities, Code of Conduct and Health & Safety are adhered to.

(Please note that this Job Description sets out the main duties associated with the stated purpose of the post. It is assumed that other duties of a similar level/nature undertaken within the section are not excluded because they are not itemized. The duties of this post could vary from time to time because of new legislation; changes in technology or policy and in that case appropriate training may be given to enable the post holder to undertake this new/varied work.)

Person specification

• Patient, responsible, and passionate about teaching
• A team player and flexible to meet the needs of the department.
• Must be responsible for promoting and safeguarding the welfare of children and young people they are responsible for or come into contact with

ISP Core Competencies

You consistently demonstrate and role-model the ISP Core Competencies in all that you do.

Cognitive

• Curious and agile

• Learns by questioning, exploring and investigating.
• Self-motivated; develops goals, monitors progress and adapts plans as necessary.
• Comfortable with uncertainty and ambiguity; stays engaged and curious and effectively balances patience and action.
• Open-minded; willing to try and test ideas.
• Challenges traditional methods and ways of thinking and encourages new perspectives.
• Creative problem-solver
• Tackles challenges in an organised and systematic way and finds solutions.
• Resourceful and imaginative; sees problems as opportunities to explore alternatives and possibilities.
• Uses logic to break complex problems down into manageable components.
• Interprets and evaluates data and evidence to classify information and recognise patterns and relationships.
• Leverages data and information as critical components in decision-making.

Interpersonal

• Empathetic and emotionally intelligent

• Excels at teamwork and building positive relationships.
• Motivates and encourages others by sharing positive feedback and recognising and celebrating their contributions.
• Understands and respects others’ views, beliefs and feelings, building trust and rapport.
• Self-reflects to understand how their actions and behaviour affect others.
• Manages and self-regulates their emotions.
• Collaborative and communicative
• Communicates openly, honestly and professionally.
• Actively listens and encourages contributions, values others’ inputs and ideas.
• Adapts their style, tone and approach according to others’ needs.
• Shares relevant knowledge, ideas and information with others.
• Handles conflict and disagreements constructively, facilitating dialogue, understanding and resolution.

Self-Leadership

• Amazing Learner

• Manages their own personal development, focusing on continuous learning and getting better.
• Humble, self-aware and open about their own areas for growth.
• Seeks out, welcomes and acts on feedback.
• Understands the internal and external factors affecting their learning and takes ownership for mitigating these.
• An agile learner who makes connections between experiences and is able to unlearn when new solutions are required.
• Resilient
• Practices self-care and encourages others to do the same.
• Organises themselves and their time and resources well to effectively manage challenges and stressors.
• Understands their own emotions and triggers and follows healthy habits to help manage stress.
• Uses inner strength when times are challenging or when working outside of their comfort zone.
• Recovers positively from setbacks, using them as an opportunity to learn and grow.

Digital

• Technologically literate

• Uses technology in an ethical way, following cybersecurity and data protection best practice.
• Communicates clearly and respectfully across digital and virtual channels.
• Possesses strong functional skills, using technology effectively to support them in their role.
• Understands different digital tools and systems, selecting and using the appropriate solution for specific purposes.
• Keeps up with change, adapting to and embracing new technologies.

Global

• Values driven

• Role models the ISP Principles.
• Understands their responsibilities and the impact and influence they have.
• Demonstrates a multi-cultural mindset and respects the different values, behaviours, attitudes, and practices across cultures.
• Prioritises well-being, inclusion and belonging and is caring, considerate and supportive of others.
• Considers the environmental and social impact of their actions and finds ways to minimise these.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All postholders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years of employment history. 

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding

and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.