The Office Manager has a key role to play in supporting both the administration needs of the Gippsland Campus and more specifically, the Head of Campus. Reporting directly to the Head of Campus, the Office Manager will actively promote and uphold the ethos and values of the school and will demonstrate a clear understanding of and commitment to the overall achievement and well-being of all staff and students.
The Office Manager will work closely with Tanglin Singapore to support operational, compliance, and administrative processes, and will assist in ensuring alignment, consistency and effective implementation of procedures and practices between the two Campuses.
The Office Manager role is full-time (38 hours per week) with hours worked from Monday to Friday on the campus.
Office Management
- Oversee day-to-day office operations, ensuring smooth functioning and effective communication within the campus.
- Manage and maintain the campus’ filing system, both digital and physical.
- Prepare and organise administrative documents, reports, meeting minutes and correspondence.
- Coordinate meetings, appointments, and events for campus leadership and staff.
- Manage inventory of office supplies and order new materials as needed.
- Handle phone calls, emails, and in-person inquiries, providing excellent customer service to staff, parents and students.
- Ensure proper management of the campus calendar and schedule.
- Assist campus staff with procurement processes, records and paperwork.
- Raise and lodge all purchase orders through TenderBoard in accordance with School procurement procedures.
- Ensure procurement activities comply with School procurement policy and approval processes.
- Obtain and collate quotations in line with procurement guidelines.
- Assist in the management of suppliers and vendor relationships.
- Coordinate the setup of new suppliers, including collection of required documentation and liaison with Finance and Procurement teams.
- Oversee all office related procurement and assist all campus staff with procurement processes, records and paperwork.
Personal Assistance
- Provide direct administrative support to the Head of Campus, including managing their calendar, scheduling meetings, organising travel arrangements and arranging reimbursements.
- Assist in preparing materials and presentations for meetings and events.
- Help with special projects and campus initiatives as directed by the Head of Campus.
- When required, act as a liaison between the Head of Campus and staff, contractors and external parties to ensure smooth communication and task management.
General Administrative Support
- Maintain confidentiality in all campus-related matters.
- Assist with event planning and coordination for campus functions such as meetings, assemblies, and special events.
- Assist with managing student records and other campus documentation.
- Handle general clerical tasks, including typing, filing, and photocopying.
- Manage incoming and outgoing mail and deliveries.
- Maintain and update the Gippsland portal with relevant operational, compliance and campus information as required. • Assist the Head of Campus in coordinating and arranging mandatory staff compliance training, including safeguarding, WHS and other regulatory training requirements.
- Support the administration and tracking of staff training records and compliance documentation.
General Staff Support
- Assist with the management and supervision of non-teaching staff
- Assisting the Tanglin Human Resources team with engagement letters, information gathering, employee records and on-boarding activities
- Assisting the Tanglin Finance team with reimbursements, receipt submission, financial records and data entry.
- Managing travel arrangements, bookings and itineraries.
Occupational Health & Safety
- Actively promote and support a culture of safeguarding and child protection, reinforcing the key campus-wide focus on keeping children safe and undertaking appropriate training.
- Adhere to relevant Occupational Health and Safety policies and practices.
- Assist the campus Leadership Team to implement existing policies and where necessary develop new policies regarding staffing, supervision, workplace health and safety, risk assessment and student welfare.
- Ensure all Risk Assessments are completed, reviewed, signed and updated as required.
- Ensure all Risk Assessments are uploaded and maintained within Risk Wizard.
- In collaboration with the Senior Risk Manager at TTS, assist in ensuring risk management processes, procedures and relevant documentation are updated and maintained on the Gippsland portal.
- Assist with the review, updating and implementation of Gippsland campus policies and procedures to ensure alignment with TTS operational, compliance and risk management frameworks. Ensure the volunteer registration, induction and screening process is completed and maintained in accordance with School safeguarding and child protection requirements.
Transport and Buses
- Ensure all driver qualifications, licences, permits and induction records are current and maintained appropriately.
- Assist in ensuring compliance with all transport-related regulatory and safeguarding requirements.
- Maintain and update records within the transport Management Information System and Maintenance Management System.
- Monitor and assist staff compliance with transport management processes, vehicle maintenance procedures and operational requirements.
- Maintain accurate and up-to-date records relating to drivers and transport compliance documentation.
- Strong analytical, organisational and multitasking abilities
- Excellent communication and interpersonal skills
- Highly adaptable and flexible in a changing, and at times demanding, environment.
- Have high levels of personal integrity and discretion
- Strong problem-solving skills with a proactive and hands-on approach
- Experience managing vendors, contractors, and service providers
- Attention to detail with a proactive approach
- Ability to thrive in a dynamic and collaborative environment
- Flexibility and willingness to adapt to unexpected situations or new tasks
- Team player that can also work independently and take initiative
- Proficiency in Microsoft Office suite
Closing date for applications is 14 June 2026.
You can contact the HR department at [email protected] for any enquiries regarding the role.
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. We will conduct thorough background checks on all successful applicants.
Tanglin Trust School is an equal opportunities employer committed to the ongoing professional development of all our employees. We are looking for people who can bring new perspectives, life experiences and skills that will enrich our community and the learning of our students, both inside and outside the classroom. If you share our vision and are keen to embrace the challenges and rewards of life in an established international school in Singapore, we would love to hear from you.
