Substitute Coordinator

Reports to: Primary School Vice Principal

Our Vision:
To be recognised as a leading international school that inspires and educates generations of global change-makers.

Our mission:
Stockholm International School inspires and educates children of the global community through internationally recognised learning programs. We enable international mobility and support growth and talent development in the Stockholm region and beyond.

Description/Purpose
The Substitute Coordinator & Administrative Support is responsible for ensuring smooth daily operations related to teacher absences, substitute allocation, and front-desk coordination. This role requires strong organizational skills, proactive communication, and the ability to adapt quickly to unexpected changes in staffing.

Duties/Responsibilities:
– Begin duties early each day to coordinate substitute requirements and allocations, ensuring all absent, sick, or away staff have appropriate class coverage from 06:00-7:30am.
– Forward emailed lesson plans to substitutes when confirming their availability and appointments.
– Monitor and update Substitution Allocations and Staff In/Out/Absent Google Documents daily.
– Recommend substitutes for other assignments, including recurring or monthly cover.
– Coordinate substitute requests for the following day and respond promptly to urgent requests received during the working day.
– Print lesson plans and worksheets for substitutes as instructed by teachers, ensuring materials are ready for use.
– Support and introduce new substitutes to school procedures, expectations, and policies.
– Instil and oversee feedback policies to ensure quality and consistency in substitute teaching.

Administrative Reporting & Documentation
Prepare and update a daily Excel report with:
– Substitute names, assigned tasks, and sites, absent staff details and reasons for absence, Time in/out records, Differentiation between teacher cover, TA cover, or extra duty.
– Share daily reports with HR and the Payroll Manager.
– Maintain an accurate and up-to-date absence list for all staff.

Reception & General Administration
Provide front-desk support, including:
– Managing communication via ManageBac and 3Växel.
– Handling inquiries from parents, guardians, and staff.
– Contact parents if students need to be picked up.
– Answering phones and assisting with general inquiries.

Take other administrative duties as required, including covering the reception desk.

Skills & Competencies
– Strong organizational and time-management skills.
– Excellent communication and interpersonal skills.
– Proficiency in Google Suite, Excel, and school management systems (e.g., ManageBac).
– Ability to adapt quickly and problem-solve under time pressure.
– Professional, approachable, and solution-focused demeanor.

At Stockholm International School we are committed to protecting children. 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. All applicants will therefore be required to undergo appropriate child protection screening. Included in the recruitment process will be a local and national police check as well as a mandatory police background check from the last 10 years of employment in every country worked. A judicial background check will be conducted prior to the issuance of the contract for prospective candidates applying to work at our school.

What we offer:
As well as the exciting opportunities this role presents, we also offer benefits in terms of; a pension scheme (Alecta ITP 1/ITP2), a generous wellness stipend, other insurances, and a substantial amount of professional development opportunities inside and outside the school. We also offer staff events and social gatherings that bring colleagues together, for example, hobby evenings and choir practices. Our location in central Stockholm is easily accessible by public transportation.

Contract:
– Temporary Cover Contract
– Time allocation: 100% (8 hours per day)
– Starting: Monday, October 3, 2025
– Ending: Friday, January 9, 2026

Salary:
Individually negotiated.

Application:
Last day for application: September 21, 2025

We only accept applications in English and from certified candidates. SIS holds the right to offer the position as soon as a viable candidate is found.

Please send your letter of interest and CV to application@intsch.se. Please write “Substitute Coordinator” in the subject line.