Training Administrator (Level 6)

Summary

Reporting to the Senior Director/Principal, RETI the Training Administrator provides administrative support services to the Senior Director /Principal of the Real Estate Training Institute (RETI) to facilitate the efficient and effective operations of the Institute. The incumbent interacts with Lecturers and students to provide and request information, prepares required documentation to facilitate course delivery and examinations, and maintains the Institute's records in keeping with the REAJ's records management policies and procedures. Salary Range: 💰 $2,803, 771 - $3,770,760 JMD per annum

Responsibilities

• Key Outputs:

  • • Course information provided
  • • Applications processed
  • • Payments accepted and receipted
  • • Payment workbook/records kept current
  • • Interviews scheduled
  • • Correspondence processed
  • • Student packages prepared
  • • Class lists prepared
  • • Class and Lecturer attendance record kept
  • • Lecture room prepared
  • • Exam registers prepared
  • • Examination Pass List prepared
  • • Official documents and minutes prepared
  • • Office supplies maintained
  • • Filing system developed and maintained

• Key Responsibility Area:

  • • Information and documentation prepared to facilitate response to phone calls and enquiries pertaining to course information to students and other customers/clients on request.
  • • Receives and vets all student applications and ensures that interviews are arranged;
  • • Liaises with the Director Marketing and PR regarding the preparation of promotional fliers and brochures.
  • • Coordinates the processing and recording of all correspondence received and dispatched by the Training Institute.
  • • Ensures that documents and course materials are photocopied and available.
  • • Prepares packages for students and class list for lecturers accordingly.
  • • Prepares workbook with names of students, amount paid and receipt numbers.
  • • Accepts debit/credit card payments using the point of sale (POS) machine and issue temporary receipts.
  • • Submits temporary receipts with relevant documents to the Accounting Unit; obtains and issues final receipts to students.
  • • Ensures that lecture rooms are prepared before classes.
  • • Coordinates the preparation of the class attendance register and the collection of the same at the end of each session.
  • • Maintains Lecturer attendance register.
  • • Prepares examination register for invigilators.
  • • Prepares Examination Pass List.
  • • Liaises with the Facilities Officer regarding any issues with physical infrastructure.
  • • Liaises with the End User Support Officer regarding any issues with equipment including the phones, computers, multimedia projector etc.
  • • Maintains schedule of all appointments and official engagements of the Senior Director, and issues reminders to ensure fulfilment.
  • • Provides necessary logistic support for meetings by arranging venues, informing attendees, and other related activities.
  • • Composes letters, memoranda, reports, and notes from basic instructions.
  • • Follows up to secure timely response from internal and external entities to letters and memoranda from the Training Institute.
  • • Ensures that an efficient filing system is in place for the maintenance and security of the manual and electronic records in keeping with established registry standards.
  • • Maintains adequate office supplies for the Training Institute for distribution as required.
  • • Updates and maintains attendance and leave registers for the staff of Training Institute for further submission to the Human Resource section
  • • Liaises with Accounts regarding the preparation of statements of Accounts on behalf of the students.

• Performance Standards:

  • • Accurate information provided to inquirers in a timely manner.
  • • Payments recorded maintained according to prescribed accounting policies guidelines and standards.
  • • Payment workbook updated immediately.
  • • Student interviews scheduled within agreed time frame.
  • • Correspondence received and processed within agreed timeframe and in accordance to established procedures.
  • • Attendance registers established, maintained and submitted in accordance to established standards.
  • • Travel arrangements finalized within agreed time frame.
  • • Current, accurate information in place for all students in accordance to established procedures.
  • • Office supplies requisitioned within agreed time frame.
  • • Letters, memoranda, minutes and other documentation processed within agreed time frame.
  • • Diary of the Senior Director/Principal’s appointments and official engagements kept current, reminders issued are timely.

• Authority:

  • • Receives non-cash payments in keeping with established procedures of the REAJ.
  • • Provides information to students and other customers as directed.

Required Skills

• • Good organisational skills
• • Excellent oral and written communication skills
• • Excellent interpersonal skills
• • Ability to work in a team
• • Ability to maintain confidentiality and integrity
• • Excellent administrative and secretarial skills
• • Proficiency in word processing and standard computer applications
• • Knowledge of basic office management and records management

Qualifications

• • First Degree Administrative Management/ Public Administration /Education Administration, or related discipline.
• • Training in the use of a variety of software applications e.g., word processing, database and spread sheets, Zoom and other online platforms.
• • A minimum of three (3) years’ experience in providing administrative services for technical areas.

Additional Information and Instructions

• Working Conditions:

  • • Normal working conditions
  • • Required to travel between Training Institute and Head Office

Applications addressed to the Manager, Human Resource Management, should be made online no later than Friday, March 07, 2025 We thank all applicants for their interest. However, only short-listed candidates will be contacted.

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