Administrative Executive, Student Administration

BELLS Institute of Higher Learning; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

BELLS Institute of Higher Learning is seeking an Administrative Executive to support the Student Administration Department in maintaining accurate, audit-ready training and assessment records across digital and physical documents.

You will maintain LMS assessment and class-end records, assist with enrolment, attendance and assessment transactions, and support digitalisation and compliance readiness across the department.

Responsibilities

• LMS Assessment & Class-End Record Accountability: Maintain full accountability for LMS assessment and class-end records, ensuring all required digital and physical documents are received, complete and properly accounted for.
• Document Verification & Follow-Up: Review LMS and physical records to identify missing, incomplete or incorrectly submitted documentation and follow up promptly with Training Centres, Trainers, Assessors, Programme Managers and relevant stakeholders.
• Physical Document Collection & Tracking: Monitor the timely return of physical assessment and class-end documents from Training Centres to HQ and maintain accurate tracking of outstanding and received records.
• Document Filing, Archiving & Storage Management: Ensure physical records are properly labelled, sorted, filed, packed and archived, and maintain proper accountability for documents stored at HQ and external/warehouse storage locations.
• Audit & Compliance Readiness: Maintain records in an audit-ready condition and support document retrieval, verification and preparation for internal reviews, compliance checks and external audits.
• Student Enrolment, Attendance & Assessment Support: Assist with learner enrolment, attendance and assessment transactions through TMS, TPGateway and other relevant systems.
• Training Grant & Funding Administration Support: Assist with grant/claim submissions, SkillsFuture Credit-related administration and other applicable funding transactions, including follow-up on outstanding or unsuccessful cases.
• Class-Start & Class-End Administration: Provide operational support for class-start and class-end requirements, including digital attendance, administrative records and required documentation.
• Exception Management & Escalation: Monitor outstanding documentation and administrative cases and elevate prolonged delays, discrepancies, compliance issues or operational risks to the Administration Lead and/or Head of Student Administration.
• Digitalisation & System Enhancement: Support departmental digitalisation, automation and TMS/LMS enhancement initiatives, including system testing and adoption of improved workflows.
• Process Improvement: Identify recurring documentation or operational gaps and recommend practical improvements to strengthen accuracy, accountability, efficiency and audit readiness.
• Departmental & Cross-Functional Support: Work collaboratively with team members and internal stakeholders and perform other Student Administration duties assigned by the Administration Lead and/or Head of Student Administration.

Job description

Job Purpose

The Administrative Executive supports the Student Administration Department in maintaining accurate, complete and audit-ready training and assessment records. The primary responsibility of this position is to maintain full accountability for LMS assessment and class-end records across digital and physical documentation, while providing operational support for student administration, government portal transactions, compliance and departmental digitalisation initiatives.

Key Responsibilities

1. LMS Assessment & Class-End Record Accountability
   Maintain full accountability for LMS assessment and class-end records, ensuring all required digital and physical documents are received, complete and properly accounted for.

2. Document Verification & Follow-Up
   Review LMS and physical records to identify missing, incomplete or incorrectly submitted documentation and follow up promptly with Training Centres, Trainers, Assessors, Programme Managers and relevant stakeholders.

3. Physical Document Collection & Tracking
   Monitor the timely return of physical assessment and class-end documents from Training Centres to HQ and maintain accurate tracking of outstanding and received records.

4. Document Filing, Archiving & Storage Management
   Ensure physical records are properly labelled, sorted, filed, packed and archived, and maintain proper accountability for documents stored at HQ and external/warehouse storage locations.

5. Audit & Compliance Readiness
   Maintain records in an audit-ready condition and support document retrieval, verification and preparation for internal reviews, compliance checks and external audits.

6. Student Enrolment, Attendance & Assessment Support
   Assist with learner enrolment, attendance and assessment transactions through TMS, TPGateway and other relevant systems.

7. Training Grant & Funding Administration Support
   Assist with grant/claim submissions, SkillsFuture Credit-related administration and other applicable funding transactions, including follow-up on outstanding or unsuccessful cases.

8. Class-Start & Class-End Administration
   Provide operational support for class-start and class-end requirements, including digital attendance, administrative records and required documentation.

9. Exception Management & Escalation
   Monitor outstanding documentation and administrative cases and elevate prolonged delays, discrepancies, compliance issues or operational risks to the Administration Lead and/or Head of Student Administration.

10. Digitalisation & System Enhancement
    Support departmental digitalisation, automation and TMS/LMS enhancement initiatives, including system testing and adoption of improved workflows.

11. Process Improvement
    Identify recurring documentation or operational gaps and recommend practical improvements to strengthen accuracy, accountability, efficiency and audit readiness.

12. Departmental & Cross-Functional Support
    Work collaboratively with team members and internal stakeholders and perform other Student Administration duties assigned by the Administration Lead and/or Head of Student Administration.

Requirements

• Minimum GCE A-Level, Diploma or equivalent qualification in any discipline.

• At least 1 year of relevant administrative or operations experience is preferred.

• Strong attention to detail with a high level of accuracy and accountability in handling records and documentation.

• Good organisational and document management skills, with the ability to manage both digital and physical records systematically.

• Able to perform detailed verification and follow-up on incomplete or outstanding documentation.

• Proactive, responsible and able to work independently with minimal supervision.

• Comfortable adopting new technology, digital tools and automated processes.