Administrative Executive, Student Administration

BELLS INSTITUTE OF HIGHER LEARNING PTE. LTD.; Singapore; On-site; SGD 32,000 - 46,000; Full time

Job summary

BELLS INSTITUTE OF HIGHER LEARNING PTE. LTD. is seeking an Administrative Executive to support the Student Administration Department with training and assessment records, both digital and physical.

You will ensure audit-ready documentation and assist with enrolment, attendance and government portal transactions. Responsibilities include verifying records, collecting documents from Training Centres, filing, archiving, and supporting digitalisation projects while coordinating with internal

Qualifications

• Minimum GCE A-Level, Diploma or equivalent qualification in any discipline.
• 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 both digital and physical records.

Responsibilities

• Maintain accountability for LMS assessment and class-end records across digital and physical documents.
• Verify documentation and follow up with Training Centres and stakeholders.
• Track and collect physical assessment and class-end documents from Training Centres to HQ.
• File, archive and store physical records with proper labelling and indexing.
• Support audit readiness and prepare records for reviews and external audits.
• Assist with learner enrolment, attendance and assessment transactions in relevant systems.
• Support grant submissions and funding administration including follow-up on cases.
• Provide class-start and class-end administrative support including attendance records.
• Monitor outstanding documentation and escalate issues to administration leadership.
• Assist digitalisation initiatives and testing of improved workflows.
• Collaborate with team members and other stakeholders on student administration duties.

Skills

Attention to detail

Organisational skills

Independent worker

Tech-savvy

Documentation management

Education

GCE A-Level

Diploma or equivalent

Tools

TMS

TPGateway

LMS

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

• 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.

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.