Administrative Executive, Student Administration

BELLS INSTITUTE OF HIGHER LEARNING PTE. LTD; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

BELLS INSTITUTE OF HIGHER LEARNING PTE. LTD is seeking an Administrative Executive to support the Student Administration Department with audit-ready training and assessment records.

You will oversee LMS assessment and class-end documentation across digital and physical formats, ensuring accuracy and accountability. You will also assist with enrolment, attendance and assessment transactions, government portal submissions, and ongoing digitalisation projects to improve workflows and compliance

Qualifications

• Minimum GCE A-Level, Diploma or equivalent qualification.
• At least 1 year of relevant administrative or operations experience preferred.
• Strong attention to detail with high accuracy in handling records.
• Good organisational and document management skills for digital and physical records.
• Able to perform detailed verification and follow-up on incomplete documentation.
• Proactive, responsible and able to work independently with minimal supervision.
• Comfortable adopting new technology and automated processes.

Responsibilities

• Maintain accountability for LMS assessment and class-end records, ensuring digital and physical documents are complete and accounted for.
• Review LMS and physical records to identify missing or incorrect documentation and follow up with stakeholders.
• Monitor timely return of physical documents from Training Centres to HQ and track receipts.
• Label, file, sort, archive and store physical records across HQ and storage locations.
• Keep records audit-ready and prepare for internal reviews and external audits.
• Assist with learner enrolment, attendance and assessment transactions in relevant systems.
• Support grant/claim submissions and funding administration including follow-ups.
• Provide operational support for class-start and class-end requirements including digital attendance.
• Escalate delays, discrepancies or compliance issues to Administration Lead/Head of Student Administration.
• Assist with digitalisation, automation and system enhancements; test and adopt new workflows.
• Identify gaps and recommend process improvements; collaborate with team and stakeholders.
• Perform other Student Administration duties as assigned.

Skills

Attention to detail

Organisational skills

Documentation management

Independent worker

Adaptability to tech

Time management

Education

GCE A-Level / Diploma

Tools

LMS

TMS

TPGateway

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.