Secretary To Director Of Finance And School Services

Secretary to Director of Finance and School ServicesSkip to content
We are seeking an inspirational and highly motivated candidate to join our Finance Department as the Secretary to the Director of Finance and School Services (DFSS).The candidate's primary responsibility is to support the DFSS in the day to day operations of all departments under the school services segment including working closely with the school services heads of departments. The candidate is also expected to provide executive level secretarial and administrative support on strategic decision making and analytical work assignments.
At KTJ, we believe with a commitment to professional development, we offer opportunities for growth in a warm and welcoming student-centred environment. Join us and become part of a community that values creativity, embraces new ideas and encourages progressive thinking.
Key DutiesGeneral Administration & Engagements
To provide general administrative support in the DFSS Office including mailing, scanning, document management, photocopying and binding of reports..
To attend telephone calls and deal with enquiries, requests etc in a friendly, helpful manner.
To receive visitors and refer them to the right departments as appropriate.
To schedule appointments for DFSS on the online calendar; always following up with DFSS in a timely manner, preempting DFSS to ensure that all meetings are attended on time and the relevant documents required for such meetings (if any) are prepared on time, every time. To follow the same attendance protocol for attendees of meetings arranged by the office of DFSS.
To attend meetings with DFSS when necessary and take accurate minutes of meetings as required
To maintain an efficient filing system (both hard Copies and digital) and file all correspondences related to DFSS and other general office documents. Ensuring that all files are accessible to DFSS when necessary. To always endeavour to archive a digital filing copy of such documents for easy and secure accessibility. To be the sole custodian of official contracts, financial certificates (ie. Debenture certs. etc.), licences and registrations.
To assist the Heads of School Services in preparing documents or coordinating functions as required
To prepare (in consultation with DFSS) and distribute agendas for internal meetings.
To assist the Finance Manager and Head of Procurement in filing documents when necessary.
To always endeavour to register repetitive transactions (ie. Utility Bills etc.) in the relevant corporate portals (ie. TNB Bulk Billing) for payment using the Corporate Credit Card of DFSS. Regularly review and update these portals for correct transactions, always ensuring that only accounts that are current remain registered for payment.
To manage the central booking of flights, accommodation, transportation, registration for conferences and any other online purchases required by KTJ staff.
To liaise with the offices of members of the Boarding of Trustees, parents, relevant companies as well as internal departments as required for the smooth running of operations.
To prepare Service Occupancy Agreements (SOA) for all KTJ staff assigned school accommodation, as directed by the Principal's Office and to liaise with the Facilities Department to ensure checking in and out of staff accommodation runs smoothly.
To assist DFSS in preparing contracts, agreements and financial reports. To arrange and follow up on signatures for such documents and the transmission of the same to the relevant stakeholders on a timely basis. Under advice from and as directed by DFSS and to extract or compile relevant information (either internally or publicly available) for further analysis by DFSS.
To liaise with Banks, Company Secretary and Statutory Auditors for timely filing of statutory documents, circulating of statutory documents for signatures and other statutory or administrative requirements.
To liaise with relevant Government Ministries or departments for the renewal of business licences and all other relevant matters.
To maintain a register of monthly, quarterly and annual filing/renewal deadlines (Internal, Corporate, Statutory or Staff related).
To manage stationery supplies for school services staff – place and receive orders in a timely manner.
To coordinate with the HR Department in arranging for interviews for prospective school services employee applicants as well as help in preparing for the on-boarding of successful new employees to the school services team.
To prepare and lay out refreshments for visitors when required.
To place orders with the dining hall for pantry food supplies; always ensuring sufficient stock of pantry items for all staff in the office wing of DFSS.
To place refreshment orders with the dining hall for meetings taking place in the DFSS's office and ensure that these arrive in time, are laid out appropriately and cleared at the end of the meetings. Keeping environmental sustainability in mind, ensure that single use plastics are not used where possible.
To provide relief for the Facilities Assistant (Assistant to the Head of Facilities) in his/her absence.
Any other reasonable duties assigned by DFSS.
Personal characteristics:
Courteous, polite and friendly with the ability to work independently as well as part of a team.
An acute attention to details, a sense of urgency and proactiveness in all tasks.
Strong command of both the English and Bahasa Malaysia languages
Efficient and well-organised.
Mature, patient and flexible.
A high level of integrity
Self-motivated and innovative.
Able to maintain confidentiality where required
Deeply committed to meeting work deadlines
High degree of ICT literacy.
A genuine interest in young people and their wellbeing;
Affinity with the School's boarding ethos and with the values of Kolej Tuanku Ja'afar.
KTJ is a friendly and supportive environment for students and staff alike. More information on the School and conditions for teachers can be found in our staff recruitment brochures (available on the vacancies page of our website).
Applications should be made to Human Resources Department, via email, ****** and marked 'private and confidential'. Please submit a cover letter and a completed application form (available on our website), including contact details of three referees, one of whom should be your current employer.
The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The successful applicant will be subject to security vetting.
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KTJ is the region's premier International School, established by the Negeri Sembilan Royal Family in 1989. For the last 30 years, our Secondary School has maintained a reputation as being one of the leading British-style, co-education boarding schools in Malaysia. In September 2013, we officially opened our state of the art Primary School, offering modern learning facilities.
We provide high quality day and boarding education for children aged 3 - 19 years, with a diverse population of students from over 22 different countries across Asia, Europe, Australia and Africa. Our Primary and Secondary School is spread across a green 80 acre site located in the beautiful Malaysian countryside, one hour's drive from Kuala Lumpur.
KTJ has won the International School of the Year Award 2021. This award from the Boarding Schools' Association recognises schools outside of the UK that deliver excellence in boarding, facilities and student support.
KTJ is a registered charity where all proceeds are channeled back into the school. This allows us to offer our students outstanding boarding, learning and sports facilities, with highly-qualified and dedicated teaching staff. Our school aims to produce ambitious, well-rounded and considerate global citizens. Each student has every opportunity to develop independence and high self esteem, ready for the next successful step in their lives.
KTJ is the region's premier International School, established by the Negeri Sembilan Royal Family in 1989. For the last 30 years, our Secondary School has maintained a reputation as being one of the leading British-style, co-education boarding schools in Malaysia. In September 2013, we officially opened our state of the art Primary School, offering modern learning facilities.
We provide high quality day and boarding education for children aged 3 - 19 years, with a diverse population of students from over 22 different countries across Asia, Europe, Australia and Africa. Our Primary and Secondary School is spread across a green 80 acre site located in the beautiful Malaysian countryside, one hour's drive from Kuala Lumpur.
KTJ has won the International School of the Year Award 2021. This award from the Boarding Schools' Association recognises schools outside of the UK that deliver excellence in boarding, facilities and student support.
KTJ is a registered charity where all proceeds are channeled back into the school. This allows us to offer our students outstanding boarding, learning and sports facilities, with highly-qualified and dedicated teaching staff. Our school aims to produce ambitious, well-rounded and considerate global citizens. Each student has every opportunity to develop independence and high self esteem, ready for the next successful step in their lives.
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