Administrative Assistant

Role Overview

This position keeps the department running smoothly by owning the day-to-day administrative and clerical work that academic staff rely on. You will be the first point of contact for incoming queries, the keeper of records and schedules, and the person who turns scattered paperwork into orderly processes. Your work directly frees lecturers and administrators to focus on teaching and student support, making you essential to the department’s overall effectiveness.

Key Responsibilities

• Act as the central administrative support for the department, handling correspondence, phone calls, emails, and in-person enquiries from both staff and students.
• Maintain structured filing systems and databases, ensuring all documents, records, and data entries are current, accurate, and easy to retrieve.
• Coordinate the department’s calendar by scheduling meetings, preparing agendas, recording minutes, and following up on action items.
• Support the full cycle of academic activities, including organising online teaching sessions, examination logistics, and student-facing events or announcements.
• Assist with drafting departmental reports, budget documentation, and procurement requests, checking figures and formatting before submission.
• Track office equipment, stationery, and learning resources, arranging replenishment or repairs when needed and keeping inventory records up to date.
• Handle sensitive student and staff information with discretion, applying proper record management practices and confidentiality standards at all times.
• Serve as a reliable frontline helper for day-to-day operational issues, escalating more complex matters to the appropriate staff member.

Requirements & Qualifications

• A Diploma or Bachelor’s degree in Business Administration, Office Administration, or a closely related discipline from a recognised institution.
• At least 2–3 years of hands-on administrative experience, ideally within a university or other higher education setting.
• Strong practical ICT skills, including confident use of Microsoft Office tools, email platforms, and academic or office management systems.
• Proven organisational ability, with a track record of managing competing deadlines, prioritising tasks, and keeping schedules on track.
• Excellent written and verbal communication skills, able to interact professionally with academic staff, students, and external contacts.
• Meticulous attention to detail, especially when preparing official documents, recording minutes, or processing administrative requests.
• A demonstrated commitment to maintaining confidentiality and exercising sound judgement when handling sensitive information.