Administrative Associate – Sixth Form, Careers & University Support

Epsom International School; Sepang; On-site; MYR 30,000 - 50,000; Full time

Job summary

A prestigious international school in Malaysia is looking for an Administrative Associate to provide high-quality administrative support to the Sixth Form team and Careers & University Guidance Department. The role involves managing student records, supporting university applications, and ensuring smooth exam operations. Ideal candidates will have strong administrative experience, excellent organizational abilities, and proficiency with digital tools. This position requires effective communication skills to liaise with students and parents, emphasizing a student-centered approach.

Qualifications

• Strong administrative experience in a school or similar professional setting.
• Excellent organisational skills and the ability to manage multiple deadlines.
• High levels of accuracy and attention to detail, especially with data.

Responsibilities

• Provide daily administrative support to the Head of Sixth Form.
• Support the University Guidance Counsellor with applications.
• Ensure exam arrangements run smoothly.
• Draft communication to students and parents regarding deadlines.
• Maintain accurate data records for Sixth Form attendance.

Skills

Strong administrative experience in a school or similar setting

Excellent organisational skills

High levels of accuracy and attention to detail

Effective communication skills

Proficient in digital tools

Tools

Google Workspace

Microsoft Office

Job description

Administrative Associate – Sixth Form, Careers & University Support

To provide high-quality administrative and organisational support to the Sixth Form team, the Careers & University Guidance Department, and the KS5 Examinations Officer. The postholder ensures smooth day-to-day operations, excellent communication with students and parents, and efficient management of documentation, scheduling, and data connected to A-Level students, post-secondary pathways, and external examinations.

Purpose of the Role

To provide high-quality administrative and organisational support to the Sixth Form team, the Careers & University Guidance Department, and the KS5 Examinations Officer. The postholder ensures smooth day-to-day operations, excellent communication with students and parents, and efficient management of documentation, scheduling, and data connected to A-Level students, post-secondary pathways, and external examinations.

Key Responsibilities

1. Sixth Form Administration

• Provide daily administrative support to the Head of Sixth Form in managing student records, attendance, pastoral logs, and communications.

• Prepare documentation for parent meetings, academic reviews, and progress tracking.

• Assist with organising Sixth Form events, assemblies, inductions, tutor time resources, and leadership programmes.

• Maintain and update Sixth Form notice boards, digital platforms, and communication channels.

2. Careers & University Guidance Support

• Support the University Guidance Counsellor with the administrative aspects of university applications (UCAS, CommonApp, OUAC, Australia/NZ portals, HK, Singapore, Malaysia, Netherlands etc.).

• Track key deadlines for references, predicted grades, and submissions.

• Schedule a regular programme of university visits, webinars, careers fairs, and talks.

• Keep the Sixth Form events calendar up to date and integrated with whole-school calendar

• Maintain databases of university representatives, university outcomes, alumni destinations, and career pathways.

• Assist with internship/mentoring programme administration, including applications and placement coordination.

3. KS5 Examinations Support

• Work alongside the Examinations Officer to ensure A-Level, BTEC, IELTs and selected IGCSE exam arrangements run smoothly.

• Prepare candidate lists, seating plans, timetables, and communication to students.

• Support in the administration of access arrangements documentation (working closely with SENCO).

• Assist with the handling and organisation of exam papers, secure storage, and invigilation schedules (in line with JCQ-style compliance).

• Help coordinate mock examinations, script collections, results distribution, and remark requests.

4. Communication & Parent Liaison

• Act as a first point of contact for Sixth Form administrative queries.

• Draft clear, professional communication to students and parents regarding deadlines, events, interventions, and university guidance.

• Ensure timely responses to enquiries and effective delegation to colleagues when required.

5. Data & Record Keeping

• Maintain accurate data records for Sixth Form attendance, attainment, intervention, university applications, and exam entries.

• Support the generation of reports for SLT, tutors, and parents.

• Assist with student tracking platforms such as SchoolsBI, SIMS/ISAMS, Google Workspace, and university portals.

6. Events & Programme Support

• Support delivery of key Sixth Form events:

  • Careers Speed Dating
  • Open Days
  • University Fairs
  • Epsom Live Talks
  • Internship briefings
  • A-Level Results Day

• Assist with logistical arrangements—venues, invitations, registration, equipment, catering, and photography where required.

Person Specification

Essential

• Strong administrative experience in a school or similar professional setting.

• Excellent organisational skills and the ability to manage multiple deadlines.

• High levels of accuracy and attention to detail, especially with data.

• Effective written and verbal communication skills.

• Strong interpersonal skills with students, parents, and staff.

• Proficient in digital tools (Google Workspace, Microsoft Office, spreadsheets).

• Ability to maintain confidentiality and handle sensitive data with integrity.

• Calm, resilient, and adaptable during peak periods (e.g., exams season, UCAS deadlines).

Desirable

• Experience working in Sixth Form or higher education guidance settings.

• Familiarity with university application systems (UCAS, CommonApp, etc.).

• Experience with examination administration (JCQ/CAIE-style procedures).

• Knowledge of IGCSE/A-Level subjects and schools in a British or international context.

• Experience with data dashboards or student information systems.

Personal Attributes

• Friendly, approachable, and student-centred.

• Proactive, self-motivated, and solution-focused.

• High levels of professionalism and discretion.

• Strong team player, able to collaborate effectively across departments.

• Committed to the values and ethos of Epsom College.