Job Description

Cephtactics - Administrative Assistant Role (Delegated Support)

Job Overview

We are looking for a reliable and proactive Administrative Assistant to support the day-to-day operations of Cephtactics. This role is designed to take over the routine administrative tasks currently handled by the founder, allowing greater focus on strategic, educational, and operational growth. The ideal candidate will ensure smooth running of all back-office processes, maintain organisation across multiple ongoing projects, and provide consistent support to our students, partners, and lecturers.

Key Responsibilities

Student & Course Administration

Managing student enquiries via email, WhatsApp, and phone Preparing and sending welcome packs, course materials, certificates, CPD documents, and Dropbox access Updating student records, tracking enrollment lists, and maintaining cohort spreadsheets Adding/removing students from WhatsApp groups and ensuring correct communication flow Coordinating attendance, assessments, photography days, TADs lists, and course-day check-ins
Operational & Scheduling Support

Booking and confirming venues, accommodation, and travel itineraries for course days and events Assisting with lecturer coordination, updating teaching schedules, and preparing required documents Managing calendars, reminders, and deadline tracking for EduQual forms, accreditation items, and course paperwork Organising filing systems for contracts, invoices, course docs, and student submissions
Digital & Back-Office Administration

Uploading and organising materials on Dropbox, Squarespace, Getform, and other online platforms Preparing templates, forms, presentations, and data entry for COCAD submissions and admin processing Assisting with social media scheduling, drafting simple posts, and saving/archiving content and images Monitoring emails across various inboxes and drafting responses for review
Finance & Documentation

Preparing invoices, logging payments, and updating payment trackers Sending receipts, reminders, and managing instalment plans Basic bookkeeping support (training provided) to keep financial records up to date Collecting and organising documents needed for accreditation, compliance, sponsorships and partner agreements
General Administrative Support

Handling photocopying, scanning, uploading, and organising digital files Maintaining a tidy, organised digital workspace across multiple online tools Helping with packaging and posting items when needed (welcome packs, certificates, or merchandise) Assisting with any ad-hoc admin tasks to reduce workload on the founder
Required Skills & Attributes

Strong organisational skills with a natural ability to create order and structure Confident using computers, cloud platforms, and online forms/tools Good communication skills via email, phone, and WhatsApp Ability to manage multiple small tasks without losing attention to detail Fast learner who can follow processes and adapt to new systems Self-motivated, reliable, and comfortable working independently Previous admin experience helpful but not essential if highly capable and motivated
Ideal Candidate

This role suits someone who is detail-oriented, process-driven, and enjoys keeping operations running smoothly behind the scenes. You will play a critical role in creating space for the founder to focus on core education delivery, partnerships, expansion, and high-level decision-making.

Job Type: Part-time

Pay: 13.00-15.00 per hour

Benefits:

Casual dress Flexitime Work from home
Work Location: In person