Institution: HEDEF Islamic and Vocational Institute
Department: Campus Administration
Reports to: Entebbe Campus Administrator / Principal
Duty station: HEDEF Entebbe Campus, Entebbe, Uganda
Role category: Campus administrative support
Recruitment focus: Male applicant for the Entebbe Campus vacancy
Contract: As stated in the appointment letter and institutional policy

Job purpose
To support efficient day-to-day administration of HEDEF Entebbe Campus by coordinating office records, learner services, staff communication, facilities, logistical arrangements and routine reporting. The Assistant Administrator will assist campus leadership to maintain an orderly, responsive and safe learning environment in line with the Institute's mission and values.

Regulatory and professional alignment
The role shall be performed in accordance with the Technical and Vocational Education and Training Act, 2025, relevant Ministry and TVET Council institutional requirements, applicable records and data protection rules, occupational safety standards and approved Institute procedures. Financial, disciplinary and official communications must remain within the authority delegated by the Campus Administrator or Principal.

Key duties and responsibilities
Campus office administration and coordination

• Support daily office operations, schedules, staff communication and implementation of instructions from campus leadership.
• Maintain a campus activities calendar, meeting schedules, action logs and follow-up records for assigned administrative tasks.
• Prepare, register, distribute and securely file letters, notices, minutes and routine official correspondence.
• Coordinate support staff, visitors, campus requests and routine logistics within delegated authority.

Learner admissions, records and services

• Assist with admission enquiries, learner registration, orientation and maintenance of complete learner files.
• Support accurate class lists, attendance summaries, transfers, programme records and examination-related administrative schedules.
• Receive routine learner and parent enquiries, resolve matters within authority and refer unresolved matters to the appropriate officer.
• Ensure learner information is handled securely and released only to authorised persons.

Student welfare and campus discipline support

• Support the Principal and designated welfare staff with learner supervision, attendance follow-up and orderly campus routines.
• Assist with supervision of male learner welfare and residential arrangements where such duties are formally assigned.
• Record concerns and incidents factually and refer welfare, safety or disciplinary matters through approved campus channels.

Resources, finance and administrative controls

• Maintain assigned registers for stationery, equipment, facilities, stores and inventory movements.
• Support approved procurement requests, quotations, deliveries and stock issue records without making unauthorised commitments.
• Assist with fee and payment documentation, reconciliation schedules and submission of records to Finance, without independent approval of expenditure.
• Keep track of office supplies and service needs and promptly report shortages, defects or irregularities.

Facilities, safety, events and external coordination

• Monitor routine cleanliness, sanitation, classroom readiness and service requests with responsible staff.
• Support campus inspection preparation, emergency drills, maintenance requests and safe visitor access procedures.
• Coordinate logistics for meetings, parent engagements, examinations, training events and campus programmes as assigned.
• Maintain a record of communication with parents, suppliers and visitors and escalate matters requiring management decisions.

Reporting and management support

• Compile weekly or monthly summaries covering admissions, attendance, activities, supplies, incidents and outstanding actions.
• Maintain an orderly filing system for campus approvals, reports and correspondence so that records are inspection-ready.
• Carry out other reasonable administrative duties assigned by the Campus Administrator or Principal.

Person specification

Essential education and professional qualifications

• Diploma or Bachelor's degree in Business Administration, Public Administration, Education Administration, Management, Records Management or a closely related field from a recognised institution.
• Practical competence in word processing, spreadsheets, e-mail, office filing and routine administrative reporting.
• Ability to organise office records, support learner administration and maintain appropriate confidentiality.

Essential experience

• At least two years of relevant experience in office administration, school administration, records management or a comparable support role.
• Experience organising schedules, registers, correspondence, meetings, stock records and routine administrative documentation.
• Practical experience handling staff, learner or client enquiries professionally and keeping accurate follow-up records.

Preferred qualifications and experience

• Experience working in a vocational training institution, school, boarding facility or other learner-centred organisation.
• Knowledge of campus operations, admissions, fee-administration processes and basic procurement or inventory procedures.
• Experience with learner information systems, attendance reporting or examination support.

Knowledge and technical competence

• Office administration, records management, calendar coordination and preparation of concise reports and meeting minutes.
• Learner admissions, attendance administration, parent communication and referral of welfare or disciplinary matters.
• Basic document controls, stock registers, financial supporting documents and ethical handling of campus resources.
• Working knowledge of Microsoft Office, safe information handling, occupational safety and the Institute's reporting procedures.

Behavioural competencies and personal attributes

• Trustworthiness, punctuality, dependability and a professional approach to campus responsibilities.
• Courtesy and clear communication when dealing with learners, parents, staff, visitors and suppliers.
• Sound judgement, respect for confidentiality and ability to refer sensitive matters appropriately.
• Good organisation, teamwork, adaptability and respect for the Institute's Islamic values.

Performance expectations

• Campus correspondence, registers, schedules and administrative reports are accurate, current and readily available.
• Admission, learner attendance, office, meeting and inventory records are completed and updated on time.
• Staff, learner and visitor enquiries are attended to promptly and appropriately referred.
• Events, inspections and routine campus logistics are supported with clear records and timely follow-up.
• Administrative duties are carried out within delegated authority, with confidential information and Institute property protected.

• Support daily office operations, schedules, staff communication and implementation of instructions from campus leadership.
• Maintain a campus activities calendar, meeting schedules, action logs and follow-up records for assigned administrative tasks.
• Prepare, register, distribute and securely file letters, notices, minutes and routine official correspondence.
• Coordinate support staff, visitors, campus requests and routine logistics within delegated authority.
• Assist with admission enquiries, learner registration, orientation and maintenance of complete learner files.
• Support accurate class lists, attendance summaries, transfers, programme records and examination-related administrative schedules.
• Receive routine learner and parent enquiries, resolve matters within authority and refer unresolved matters to the appropriate officer.
• Ensure learner information is handled securely and released only to authorised persons.
• Support the Principal and designated welfare staff with learner supervision, attendance follow-up and orderly campus routines.
• Assist with supervision of male learner welfare and residential arrangements where such duties are formally assigned.
• Record concerns and incidents factually and refer welfare, safety or disciplinary matters through approved campus channels.
• Maintain assigned registers for stationery, equipment, facilities, stores and inventory movements.
• Support approved procurement requests, quotations, deliveries and stock issue records without making unauthorised commitments.
• Assist with fee and payment documentation, reconciliation schedules and submission of records to Finance, without independent approval of expenditure.
• Keep track of office supplies and service needs and promptly report shortages, defects or irregularities.
• Monitor routine cleanliness, sanitation, classroom readiness and service requests with responsible staff.
• Support campus inspection preparation, emergency drills, maintenance requests and safe visitor access procedures.
• Coordinate logistics for meetings, parent engagements, examinations, training events and campus programmes as assigned.
• Maintain a record of communication with parents, suppliers and visitors and escalate matters requiring management decisions.
• Compile weekly or monthly summaries covering admissions, attendance, activities, supplies, incidents and outstanding actions.
• Maintain an orderly filing system for campus approvals, reports and correspondence so that records are inspection-ready.
• Carry out other reasonable administrative duties assigned by the Campus Administrator or Principal.

• Practical competence in word processing, spreadsheets, e-mail, office filing and routine administrative reporting.
• Ability to organise office records, support learner administration and maintain appropriate confidentiality.
• Experience organising schedules, registers, correspondence, meetings, stock records and routine administrative documentation.
• Practical experience handling staff, learner or client enquiries professionally and keeping accurate follow-up records.
• Office administration, records management, calendar coordination and preparation of concise reports and meeting minutes.
• Learner admissions, attendance administration, parent communication and referral of welfare or disciplinary matters.
• Basic document controls, stock registers, financial supporting documents and ethical handling of campus resources.
• Working knowledge of Microsoft Office, safe information handling, occupational safety and the Institute's reporting procedures.
• Trustworthiness, punctuality, dependability and a professional approach to campus responsibilities.
• Courtesy and clear communication when dealing with learners, parents, staff, visitors and suppliers.
• Sound judgement, respect for confidentiality and ability to refer sensitive matters appropriately.
• Good organisation, teamwork, adaptability and respect for the Institute's Islamic values.

• Diploma or Bachelor's degree in Business Administration, Public Administration, Education Administration, Management, Records Management or a closely related field from a recognised institution.
• Experience working in a vocational training institution, school, boarding facility or other learner-centred organisation.
• Knowledge of campus operations, admissions, fee-administration processes and basic procurement or inventory procedures.
• Experience with learner information systems, attendance reporting or examination support.