The British School in Tokyo

Tokyo, Japan

Position Type: Business Group

Contract Type: Full time

School: Primary

Campus: Shibuya and Showa campuses

Apply by: 2020-08-05

Job Start: August 2020

Job Description


Internal Communications & Logistics Coordinator - Primary


Purpose: Providing administrative support for the Primary Leadership Team.


Responsible to: Head of Primary


Main areas of the post:


Internal communications & logistics

  • Daily internal communication (teaching staff, Comms team, Finance, Admin, etc)
  • Calendar & daily events
    • Make room bookings in internal calendars
    • Keep up to date on trips, special visitors, etc
  • Work with year leaders and subject leaders to implement initiatives & events
    • Ex: HPL, residentials, etc
  • Timetabling - monitor, change as needed
  • Organisation of various primary activities, including but not limited to
    • Exam orders and preparations
    • Class exhibitions and theme day preparations
    • PTCs
  • Establishing and maintaining rotas for bus stop, sibling pick, playground duties and assemblies
  • Organising Primary Google calendar, facility calendars/bookings and weekly staff briefing
  • Processing CPD requests and approvals, updating CPD budget and placing orders as needed
  • Recruitment - assisting with appointment setting and onboarding of new staff


Administration & Communication

  • Support logistically with SLT tasks
  • Provide full secretarial support to SLT
    • Appointment creation as needed
    • Document creation, transcribing, photocopying
    • Data input
    • Ordering
  • Attend and minute meetings with SLT (and occasionally other members of staff as needed)
  • Assist with parent communications, weekly news bulletins, twitter accounts
  • Document distribution, internal communications for SLT
    • TA renewal forms
    • Safeguarding forms
  • Cover SLT’s duties on gate / playground if SLT absent
  • Process SLT’s reimbursement forms




  • Managing sick/unavailable staff, arranging cover staff where necessary
  • Proving supply payroll information to HR department
  • Supporting the SLT in dealing with confidential staff issues and minute meetings as required



  • Complete credit card settlement forms for Head Teacher’s card
  • Collect invoice, order, reimbursement, advance forms for SLT signature - pass along to relevant staff for payment/ordering
  • Maintain files of expenditure forms for budget checking



  • Receiving and welcoming scheduled visitors; acting as gatekeeper in the event of unscheduled visitors
  • Preparing gifts for Primary related events


And other tasks that can reasonably be expected.


Click here for the full job description - PDF file

Application Form

Section 1

1. Personal Details

2. Teaching Qualifications

3. Education

Include (Most recent first): Schools (O Level/GCSE and A-level or equivalent); College/University; Teaching Qualification; Graduate Degree/NPQ Qualification

Institution Name Grades/Results Dates Action

Section 2

1. Current Employment Details

Current employer name*
Current employer postal address*
Current employer country
Current employer website
Current post held
Annual gross salary in GBP
If teaching overseas, annual gross salary in local currency
Other benefits
Type of school
Number of students on roll
Date appointed (YYYY-MM-DD)
Reason for leaving

2. Previous Teaching / Employment Experience (most recent first)

Country Name of School/Company Post Held Number on Roll Reason for leaving Dates Action


3. Personal interests, including extracurricular activities

4. Details of any significant illness during last 3 years, including days off sick in last 12 months


1. Referees

One referee must be your current Head of School / employer. The remaining two must be from a position you have held within the past 6 years.

School Name / Company Name*
Professional relation to you*
May we take this reference now?*
School Name / Company Name*
Professional relation to you*
May we take this reference now?*
School Name / Company Name*
Professional relation to you*
May we take this reference now?*

2. Availability

Please indicate any dates you are not available for interview


This post is covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 because it is a post which involves working directly with children or young people. You are therefore required to declare whether you have any criminal convictions (or cautions or bind-overs) including those which are “spent”. The amendments to the Exceptions Order 1975 (2013) provide that certain spent convictions and cautions are 'protected' and are not subject to disclosure to employers , and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found on the Disclosure and Barring Service website:

Do you have any convictions, cautions, reprimands or final warnings that are not "protected" as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013) – or equivalent in other countries in which you have lived? If yes please give details here.

Are you included in any list of people barred from working with children by the Disclosure and Barring Service (DBS) or the NCTL (National College of Teaching and Leadership) – or equivalent in other countries in which you have lived? If yes please give details here.

Do you consider yourself disabled? (The Disability Discrimination Act says that this would be “a substantial or long term physical or mental impairment or health issue which could adversely affect your ability to carry on normal day to day activity”) If yes, please state the nature of your disability.

Visa Status and validity period (if currently in Japan)

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Please Note

  • Aligned with the recommendations of the International Task Force on Child Protection we hold ourselves to a high standard of effective recruiting practices with specific attention to child protection.
  • If your application is successful, prior to taking up your post, you will be required to undergo a Formal Disclosure process through the Disclosure and Barring Service (previously CRB). This will require you to complete a separate DBS application form and to provide a range of more than one piece of documentary evidence of your identity.
  • Although a criminal record involving offences against children is likely to debar you from appointment of this type of post, the existence of other criminal convictions will not necessarily be a bar to employment.
  • Any criminal record information arising out of the disclosure process will be discussed with you before any final decision is made about your employment.

Only complete applications, including all the documents listed above, will be considered. It should be understood that nothing in this form constitutes a contract.