Administrator (School buses, hot lunches, procurement and community liaison)
Kennedy School is seeking a dedicated and enthusiastic Administrator to join our collaborative and vibrant learning community. In this multifaceted role, you will coordinate key operational services, including school bus transportation, hot lunch programs, procurement, and community liaison, ensuring a smooth and supportive environment for our students, staff, and families.
The job holder is responsible for managing end-to-end procurement processes, overseeing key operational services (school bus and catering), and driving community engagement through multilingual support and student leadership initiatives. This role serves as a key liaison between the Senior Leadership Team (SLT), school staff, vendors, regulatory authorities, and the parent community.
Key Responsibilities
1. Operational & Regulatory Compliance (Bus & Catering)
Service Compliance: Ensure school bus and lunch services meet quality standards and comply with Education Bureau (EDB) regulations.
Transport Operations: Manage daily bus schedules, excursion bookings, and route optimisation with service providers.
Safety & Monitoring: Inspect and maintain registers for driver and bus licenses, insurance, and safety protocols while conducting regular review meetings with vendors.
2. Procurement Execution & Governance
Procurement Support: Assist in implementing, reviewing, and updating procurement procedures while advising school staff on daily compliance and execution.
Tender & Contract Management: Coordinate tender exercises with the ESF Procurement team—preparing documents, arranging briefings and interviews, managing openings, and compiling summaries.
Purchasing & Sourcing: Issue and track purchase orders, consolidate bulk contracts across schools, and source items for school operations, events, renovations, and community development.
Insurance Administration: Oversee general insurance matters by maintaining adequate coverage, processing claims, resolving inquiries, and liaising with brokers.
3. Parent Support & Incident Management
Stakeholder Relations: Resolve parent and student inquiries or complaints regarding bus and lunch services while maintaining a detailed outcome log.
Incident Response: Investigate and report incidents following school protocols while collaborating with staff and parents to proactively address transport safety and student wellbeing.
Inclusive Care: Identify students with additional needs to ensure safe transit while assisting non-English speaking parents to eliminate communication barriers.
4. Community Liaison & Multilingual Communication Support
Leadership Alignment: Partner closely with the Senior Leadership Team (SLT) to drive engagement and inclusion within the Chinese-speaking school community.
Translation Services: Provide real-time translation and language support during meetings, workshops, and school events to ensure non-English speaking families can fully participate.
Community Point of Contact: Serve as a primary contact for non-English speaking parents and maintain a welcoming presence at Open Days, Parent Days, and community events to facilitate positive interactions with leadership.
Cultural Bridge: Connect the school with Chinese-speaking families by communicating school values, policies, and updates warmly and accurately while offering valuable community insights to the SLT.
5. Student Leadership & Transport Program Coordination (Bus Monitors)
Program Design: Design and maintain the student Bus Monitor Program to empower student leaders to foster a safe, respectful, and organised bus environment alongside the bus supervisor.
Mentorship & Training: Conduct regular training, assemblies, and check-ins to support, mentor, and guide student bus monitors in their roles.
Resource Development: Develop resources, behavioural guidelines, and training materials tailored to student bus monitors, bus riders, and their parents.
Student Liaison: Support student…