Administrative Officer (St Hugh College Vientiane)

Job description

Safer Recruitment and Safeguarding Commitment St Hugh is totally committed to safeguarding the welfare of children and young people and expects the same from its employees. All new staff will be subjected to an enhanced pre-employment clearance check, including an identity check, criminal background checks, qualifications checks and employment checks to include an exploration of any gaps in employment and three professional references which will be verified. All teaching posts must have a teaching qualification. Key Responsibilities Administration Provide day-to-day administrative support to the Office Manager, as well as academic and non-academic departments. Assist with student enrolment, registration, and maintenance of academic records. Prepare, maintain, and file documentation, correspondence, and reports. Arrange meeting rooms and organise refreshments appropriate to meeting requirements. Organise classrooms based on academic scheduling and requirements. Support the organisation of academic events, seminars, examinations, CPD workshops, and departmental activities. Act as the first point of contact for staff, students, and external enquiries. Manage office resources, supplies, and facilities to ensure operational efficiency. Support international partnerships by ensuring administrative and financial requirements are met. Coordinate with internal teams (NUCK, BUV, English ) to meet academic and administrative needs. Liaise with CPD and language departments to ensure smooth operations and appropriate resource allocation. Collaborate with the Operations Team to ensure the College is presented to a high standard in readiness to welcome students. Admission Enquiry Handling Respond promptly to all enquiries (phone, email, social media, walk-ins) Explain programmes clearly to students and parents Conduct initial consultations with prospective students and parents Follow up with potential students Track enquiry status within CRM or admissions database Application Processing Guide applicants through the application process Review submitted documentation for completeness Prepare offer letters Coordinate with Academic team for eligibility Enrolment Support Assist students with enrolment procedures Address parent concerns and questions Track tuition payment coordination Maintain updated student database Coordinate enrolment documentation and fee payment process Ensure smooth onboarding into academic programme Onboarding: Coordinate registration days, orientation schedules, and initial fee-payment verification alongside the finance team. Finance Support Petty Cash Handling: Manage the College’s petty cash fund, ensuring accurate and timely processing of small payments for day-to-day operational needs. Recording Transactions: Maintain detailed records of all petty cash and general financial transactions, ensuring proper documentation and reconciliation. Reconciliation: Regularly reconcile petty cash balances and other payments with receipts and expenditure records to ensure accuracy and transparency. Budgeting & Reporting: Track petty cash spending and assist in preparing monthly reports for senior management to review budget performance and cost control. Payments & Reimbursements: Process cash advances, staff reimbursements, and general payments in line with College financial policies. Compliance: Ensure all disbursements (petty cash and other payments) comply with College financial procedures, maintaining accountability and transparency. Audit Support: Assist the Finance Department in preparing documentation for audits and internal reviews. Data & Reporting Maintain accurate student, staff, and financial records. Compile reports on enrolment, attendance, and financial activities when required. Ensure adherence to data protection, confidentiality, and compliance standards. Requirements Bachelor’s degree in Business Administration, Education Management, or a related field (Finance knowledge an advantage). Minimum 1–2 years’ experience in administration (experience in education preferred). Familiarity with financial processes such as payments and record-keeping. Experience in an international or multicultural work environment is desirable. Strong attention to detail and comfort with spreadsheets/system data. Good communication skills in Lao and basic English. Reliable, organised, and disciplined. Strong interpersonal skills and confidence speaking with parents/students. Organised and detail-oriented Comfortable using Microsoft Office messaging tools. Skills & Competencies Strong organisational and administrative skills. Excellent communication and interpersonal abilities. Proficiency in Microsoft Office; knowledge of financial systems is a plus. Accuracy and attention to detail in both admin and finance tasks. Ability to multitask and manage competing priorities effectively. Professional discretion, integrity, and cultural sensitivity.