Accreditation and Quality Assurance Administrator at ADvTECH

The purpose of the job:

• To provide administrative support to the Accreditation and Quality Assurance (QA) team by maintaining accurate records, managing documentation, and assisting with preparation for programme reviews, submissions, audits, and site visits. The role ensures the integrity of evidence tracking and supports the delivery of quality processes across the institution.

Reporting to:
The candidate will report to the Head: Accreditation & QA

KPA/Main Outputs and Responsibilities for this Position 

• General Administrative Support to QA and Accreditation Functions
• Assist with the coordination of QA tasks and project timelines
• Support communication and scheduling for meetings, training, and reviews
• Maintain a filing and tracking system for correspondence, reviews, and reports
• Prepare standard documentation templates and assist with formatting
• Monitor deadlines and alert the team to upcoming activities

Evidence Collection, Upload, and Documentation

• Collect, label, and upload evidence related to programme reviews and submissions
• Ensure version control and compliance with file naming conventions
• Organise and catalogue documentation in shared drives or QA systems
• Track evidence required for self-evaluation reports (SERs) and regulatory submissions
• Conduct completeness checks on evidence folders

Records Management and Archiving

• Maintain centralised records of accreditation submissions, approvals, and feedback
• Archive historical documentation for quality audits and external review readiness
• Ensure data security, confidentiality, and compliance with institutional policies
• Manage institutional matrices and logs for accreditation and programme reviews

Audit and Site Visit Preparation Support

• Prepare supporting documentation, packs, and folders for review panels and site visits
• Assist with the setup of digital or physical rooms for audits and engagements
• Confirm attendance and send meeting requests to participants
• Coordinate logistics, including access to documentation and systems

Programme Review and SER Organisation

• Assist in the structuring and formatting of SERs and review documents
• Compile supporting annexures and appendices
• Liaise with departments for submission of required information
• Ensure document consistency across submissions

Qualification

• Minimum of a Bachelor’s Degree

Experience:

• Minimum of 3 years as an Administrative Support Role
• Minimum of 2 years of experience in a Higher Education Environment

Competencies:

• Document and Records Management
• Administrative Coordination
• Evidence Tracking and Upload
• Communication and Time Management
• Formatting and Document Preparation
• Reliability and Follow-through
• Attention to Detail
• Organisation and Filing Discipline
• Responsiveness and Task Ownership
• Professional Conduct
• Team Support Orientation

Other Special Requirements:

• Occasional travel between campuses or the central office may be required. 
• Must work extended hours during peak academic calendar/scheduling periods.
• High tolerance for structured, process-driven work.