The British School in Tokyo

Tokyo, Japan

Position Type: Business Group

Contract Type: Full time


Campus: Shibuya and Showa campuses

Apply by: 2020-09-30

Job Start: As soon as possible

PA to the Director of Operations and the Bursar


Aim: To provide comprehensive administrative and language support to the Director of Operations and the Bursar.


Reporting to: The Director of Operations (DoO)


Location: Showa (Sangenjaya) and Shibuya campuses


In addition to all the usual secretarial skills the person appointed must have a good working knowledge of typical office software, be able to work proactively, have excellent interpersonal skills, a high level spoken and written English and native level Japanese are essential.


Main areas of the post:

  • To act as the first point of contact for the DoO, screening and prioritising enquiries whilst using tact, discretion and diplomacy.
  • To support the Bursar with administrative tasks as required.
  • To provide comprehensive language support (Japanese-English) for the DoO, including but not limited to translation at meetings, reading and writing of documents and other administrative support.
  • To liaise with the Trustees, staff, parents and students at BST as well as external contacts.
  • To support all departments in the school as and when required, and to delegate tasks to the appropriate people/departments on behalf of the DoO.
  • To manage the DoO’s day-to-day activity to ensure the effective use of his time, as well as proactively planning and scheduling future events and activities based on the school cycle e.g. board meetings, leadership meetings, annual internal and external commitments and events.
  • To maintain a strong sense of what is happening in the Primary school, Secondary school and wider school community.
  • To filter and prioritise the DoO's email, telephone and postal correspondence, ensuring that responses go out on time.
  • To produce letters, memos, agendas and other documents prepared by the DoO or other staff as directed by the DoO.
  • To research and compile information and to produce reports based on that information.
  • To initiate investigations into complaints received by the DoO.
  • To arrange meetings, compile agendas (with direction from the attendees), take minutes and to ensure that the issues discussed are dealt with within an agreed timescale.
  • To make arrangements for visits and meetings, domestic and overseas travel, as required.
  • To assist the DoO with recruitment, liaising with potential candidates and organising interviews.
  • To file documents using a suitable system and to manage a bring-forward system effectively.
  • To ensure that copying, scanning and other requests are dealt with in a timely manner.
  • To ensure office supplies are maintained.
  • To provide support to the Business Group as the DoO and Bursar require.


Any other task that can reasonably be expected.


Personal Qualities

  • Flexible, adaptable, hard-working, creative and quick thinking
  • Exceptional standards of integrity and reliability
  • Able to systematize and prioritize work
  • Personable



  • Fluent English, native-level Japanese
  • Experience working as a Personal Assistant
  • Ability to work independently but also within a wider team of support staff
  • High proficiency in PC applications, including full Google suite and Microsoft Office



  • Knowledge of HR, General Affairs and/or Employment law would be beneficial
  • Previous experience working in a school or educational environment
  • Understanding of Japanese business etiquette


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.