Administrator: Registrar's Office at Rosebank International

Overall Job Purpose:

• To provide comprehensive administrative, secretarial, operational, and coordination support to the Registrar, Deputy Registrars, and the broader Registrar's Office.
• The incumbent will ensure the efficient functioning of the division by effectively managing administrative processes, stakeholder engagement, governance support, records management, meeting administration, and office operations.

Duties and Responsibilities:

Executive and Administrative Support

• Provide professional administrative support to the Registrar, Deputy Registrars and the OoR Team.
• Manage calendars, appointments, meetings, and travel arrangements where required.
• Coordinate diaries and scheduling to optimise time management.
• Screen and manage incoming correspondence, calls, and enquiries.
• Draft, edit, format, and distribute correspondence, reports, presentations, and official documentation.
• Follow up on action items and deadlines on behalf of the Registrar's Office.

Qualification Verifications

• Verifications of student records on MIE, PURQ and DOTS platforms as well as those received via the Assist platform and on the Registrar's email address.
• Ensure that the Consent form has been submitted by the candidate.
• Ensure that the correct identification of qualification/course type has been made.
• Establish whether the student completed the course/qualification or whether they were merely registered.
• Reporting/recording of allegedly fraudulent qualifications and compilation of alleged fraud letters.

Query Management

• Assign cases / queries to Registrar team to ensure that responses are given to customers within SLA.
• Close the loop on queries escalated where necessary and handle in terms of the Complaints HTG.

Operational Coordination

• Coordinate day-to-day administrative activities within the Registrar's Office.
• Assist with planning and coordination of departmental projects and initiatives.
• Monitor progress against administrative deliverables and deadlines.
• Support implementation of process improvements and operational efficiencies.
• Facilitate communication and coordination across departments and stakeholders.

Stakeholder Liaison and Communication

• Serve as a professional point of contact for internal and external stakeholders.
• Respond to routine enquiries and escalate complex matters appropriately.
• Coordinate communication between the Registrar's Office and various institutional departments.
• Assist with preparation of institutional communications and announcements.

Reporting and Data Administration

• Compile administrative reports, dashboards, and status updates.
• Assist with gathering and consolidating information for management reporting.
• Maintain departmental statistics and operational records.
• Support audit and compliance reporting requirements.

Financial and Procurement Administration

• Process purchase requisitions and procurement requests.
• Monitor departmental administrative budgets and expenditure records.
• Coordinate invoice processing and payment follow-ups.
• Maintain records relating to departmental procurement activities.

Event and Project Support

• Assist with the planning and coordination of institutional events, workshops, and meetings.
• Support graduation-related administrative activities where applicable.
• Coordinate logistics, venues, catering, and stakeholder communication.
• Assist with project administration and tracking.

General Office Administration

• Maintain office systems and administrative procedures.
• Ensure availability of office supplies and resources.
• Coordinate administrative support services for the division.
• Perform any other administrative duties as reasonably required.

Minimum Educational Requirement:

• Diploma or Degree in Business Administration, Office Management, Public Administration, Higher Education Administration, or a related field.

Minimum Work Requirement:

• Minimum 3–5 years' experience in an executive support, personal assistant, or senior administrative role.
• Experience within a higher education environment will be advantageous.

Competencies:

• Higher education administration and governance structures.
• Office management principles and practices.
• Records management and document control.
• Institutional governance and compliance processes.
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Report preparation and data management.

Closing Date 01 September 2026