Administrative Assistant; Academic Programme

The Administrative Assistant keeps the academic programme's records, trackers and meeting documentation accurate and up to date, so the Qualification Developer, Internal Verifier and assessors can focus on design, assessment and verification.

The role is hands-on: daily data entry into learner and assessment trackers, building and maintaining Excel workbooks, and writing and circulating minutes for programme, standardization and client meetings.

• Enter and update learner registrations, attendance, assessment results and verification outcomes in the learner tracking system and Excel trackers within one working day of receipt.
• Check entries against source documents (registers, marked assessments, verification reports) and flag missing, duplicate or inconsistent records.
• File assessment and verification documents (digital and hard copy) using the programme's naming and folder structure so they are audit-ready for NQC/SQC visits.
• Maintain the document control log: version numbers, issue dates and sign-offs for unit specifications, assessment instruments and policies.

• Build and maintain trackers: learner progress by unit, assessor sampling plan, verification action log, CPD register, meeting action register.
• Use lookups, pivot tables, data validation and conditional formatting to keep trackers consistent and easy to read.
• Prepare weekly and monthly summary tables and simple charts for the Programme Director's reports.
• Clean and reconcile data received from assessors, the client academy and the vendor before it is entered.

• Attend programme meetings, standardisation meetings, client review meetings and vendor coordination calls.
• Prepare the agenda pack with the meeting chair, circulate it at least one working day before the meeting.
• Take accurate minutes: decisions, actions, owners and due dates; issue the draft within one working day and the approved version within five.
• Maintain the action register and chase owners before due dates; report open and overdue actions at the next meeting.

• Schedule meetings, assessment sessions and verification visits; book rooms, labs and equipment.
• Draft routine correspondence, notifications and templates for the Qualification Developer and Internal Verifier.
• Support onboarding paperwork for new assessors and trainers.
• Handle confidential learner and staff information in line with the programme's data protection policy.

• Maintain the SME register (name, specialism, units assigned, contract dates, contact details) for the SMEs selected by the Qualification Developer.
• Schedule SME review sessions and workshops, circulate the documents to be reviewed in advance and collect signed review forms.
• Record and track SME comments and sign-offs in the document control log, and chase outstanding reviews before the Qualification Developer's deadlines.
• Take minutes of SME review meetings and prepare SME timesheets or attendance records for approval and payment processing.

• Diploma or bachelor's degree in business administration, office management or a related field
  - Essential
• Certificate in secretarial or executive assistant studies
  - Desirable

• Confident with styles and headings, tables, templates, track changes and comments, numbering and consistent formatting of minutes and formal documents
  - Essential