Administrative Assistant

Our Client, an Educational Institution is looking to hire an Administrative Assistant on a temporary Full Time for 6 months.

Role Summary:

This role involves providing administrative support for the Educational Programmes within the educational institution, as well as facilitating the development, recruitment, and ongoing management of student placements with various organizations.

Role Responsibilities:

·      Support the Directors and Innovation Officer with the administrative workload and requirements associated with setting up

·      Work with the Director and Innovation & Research Officer to implement efficient administration processes for the Educational Programmes.

·      Support students and faculty on a day-to-day basis.

·       Facilitate the development, recruitment, and maintenance of student placements with organisations e.g., liaising with potential research organisations and practice placement administration.  

·       Deal with the course application procedures, including responding to inquiries, and supporting the internal selection process on CRM Recruit, and liaising closely with Postgraduate Admissions, Fees and Registration Office. 

·       Administer the course assessment and examination process including, collection and dissemination of course assignments, recording of marks, collation of examination papers, correspond with Exams Office, distribute exam papers to examiners and organise oral exams.  

·       Create, and maintain data bases, for example, student marks, national and international marketing contacts, student contacts and those related to financial management of academic programmes. Generate reports from the data bases as appropriate.  

·       Oversee procurement and tendering processes, including administrative tasks, form submission, coordinating with the procurement officer and Procurement office, issuing reminders,

·       Oversee communication process, including email correspondence and distribution list administration.

·       Maintain website content by distributing templates for information collection, organising and preparing content for publication, requesting images from team members, and gathering details on bios, equipment, training schedules and demonstrations.

·       OneDrive & Sharepoint – management and organisation i.e., document management

·       Support the collection of metrics, by gathering fata from the team and inputting key performance indicators (KPIs) into the record system.

·       Surveys – Distribute team developed surveys to relevant distribution lists

·       Invoicing – Assist in reviewing the billing process, as well as preparing and sending invoices.

·       Meetings and Events – Arrange meetings, coordinate catering, process purchase orders on the Agresso system, and manage gooods received notifications (GRN),

·       Purchasing – Liaise with suppliers to procure required equipment, 

Essential skills

·      Outlook experience

·      Distribution / email list management

·      Agresso experience i.e., raising purchase orders, GRN, etc. or similar reporting

·      Social media experience

·      Experience in event administration i.e., booking rooms, booking caterers, etc.

·      Familiar with spread sheet software e.g., Excel or similar

·      Experience in digital document management and organisation

·      Experience in minute taking

·      Ability to work on initiative and engage with various people from early career stage to senior management

·      Ability to manage time and tasks well

·      Experience with OneDrive and SharePoint

For more information, please email [email protected]