Administrative Clerk for TVET Department

Key Responsibilities

1. Process Student Registration (Barracuda & MySpike):

• Oversee the student registration process within the TVET program using the Barracuda and MySpike systems.
• Ensure all student data is entered and updated accurately in both systems.
• Resolve registration-related issues or discrepancies and provide guidance to students during the registration process.

2. Process and Manage Students' PTPK Registration:

• Manage the registration process for students applying for Perbadanan Tabung Pembangunan Kemahiran (PTPK) financial assistance.
• Ensure all necessary documentation is completed and submitted in compliance with PTPK guidelines.
• Monitor the progress of PTPK applications and provide timely updates to students.

3. Process and Manage Any Related Processes with PB Activities:

• Support the administration of activities related to Pusat Bertauliah (PB), including organizing training sessions, assessments, and other educational programs.
• Ensure accurate management of records, documentation, and follow-up actions related to PB activities.

4. Develop and Maintain a Filing System:

• Establish and maintain both physical and digital filing systems for the TVET Department, ensuring that student records, training materials, and department documents are organized and accessible.
• Regularly audit the filing system to ensure accuracy, security, and compliance with institutional data retention policies.

5. Manage Incoming and Outgoing Calls, Emails, and Documents:

• Act as the first point of contact for incoming calls, emails, and other communications related to the TVET Department.
• Direct inquiries to the appropriate staff and ensure that outgoing documents and communications are addressed and distributed promptly

6. Manage and Maintain All Records and Databases:

• Maintain up-to-date records of students, staff, and departmental activities, ensuring all information is accurate and organized in both digital and physical formats.
• Implement best practices for data management and security to protect the integrity of department records.

7. Managing Office Supplies and Placing Orders:

• Monitor the inventory of office supplies and ensure that necessary materials are ordered in a timely manner to meet the department’s operational needs.
• Place orders for office supplies, ensuring that costs are controlled and resources are always available.

8. Copying, Sorting, and Filing Records Related to Office Activities:

• Assist with copying, sorting, and filing records related to office activities such as student assessments, training schedules, and meeting minutes.
• Ensure all documents are filed systematically and are easily accessible when needed.

9. Liaise with JPK, CIAST, PTPK, and LHDN:

• Act as a liaison between the TVET Department and external agencies such as JPK (Jabatan Pembangunan Kemahiran), CIAST (Centre for Instructor and Advanced Skills Training), Perbadanan Tabung Pembangunan Kemahiran (PTPK), and LHDN (Lembaga Hasil Dalam Negeri).
• Facilitate communication between the department and these agencies regarding certifications, training programs, and compliance matters.
• Ensure that the department remains compliant with all regulatory and reporting requirements set by these agencies.

10. Preparing Regular Reports:

• Compile and prepare regular reports on student registrations, department activities, and office operations.
• Provide clear and actionable insights to assist in decision-making by department leadership.

11. Maintain Confidentiality of All Material and Information:

• Ensure the confidentiality of all sensitive information, including student records, staff data, and internal department documents.
• Adhere to privacy and data protection regulations to secure confidential information.

12. Coordinate Office Activities & Operations:

• Coordinate daily office activities to ensure the smooth operation of the TVET Department.
• Assist in organizing meetings, training sessions, workshops, and other departmental events.
• Ensure effective communication within the department to keep staff updated on schedules, deadlines, and other key information.

13. Perform Any Task Directed by PPB & PPD:

• Undertake additional administrative tasks or special projects as directed by the PPB (Pengurus Pusat Bertauliah) or PPD (Pegawai Pengesah Dalaman).
• Provide support for audits, policy reviews, or other special requests as directed by the department management.

Qualifications:

• Educational Requirements: Minimum of a diploma or equivalent qualification in administration, business, or a related field. Experience in TVET or vocational education is an advantage.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with student management systems such as Barracuda and MySpike.
• Communication Skills: Strong verbal and written communication skills, with the ability to interact effectively with students, staff, and external agencies.
• Organizational Skills: Excellent organizational abilities with attention to detail and the ability to manage multiple tasks and deadlines.
• Confidentiality: Strong understanding of confidentiality and the ability to handle sensitive information responsibly.
• Teamwork: Ability to work both independently and as part of a team to achieve departmental goals.
• Problem-Solving: Excellent problem-solving skills with the ability to address challenges and implement solutions effectively.

Job Type: Full-time

Pay: RM1,800.00 - RM2,000.00 per month

Schedule:

• Monday to Friday

Application Question(s):

• What is your current employment status? Please include your availability notice for employment.
• What is your expected salary?

Education:

• STM/STPM (Preferred)