Job Description

Job Title: Office Administrator (Part-Time) with progression to Full time

Location:

Glasgow Maritime Academy, 101 Abercromby Business Centre, 279 Abercromby Street, Glasgow, G40 2DD

Hours:

Initially Friday only with possibility of full time role, 8:30 AM to 5:00 PM (with a paid one-hour lunch break, lunch provided)

About the Role

Glasgow Maritime Academy is looking for a reliable, proactive, and detail-focused Office Administrator to help keep our operations running smoothly. You'll be at the heart of our training centre, juggling admin, communication, systems, and a bit of tech support. This role also includes light duties related to accounts and credit control --

ideal for someone comfortable with numbers and systems but not looking for a full finance role.

Key Responsibilities

General Office Support

Answer and direct phone calls or take messages Greet and guide visitors Handle emails and web chat responses Photocopying, scanning, data entry, filing Prepare and edit reports, documents, and correspondence Open and close the office, check internet and basic IT functionality

Course & Student Admin

Manage course bookings and coordinate joining instructions Send invoices and track payments (ensuring they're received before start dates) Set up WhatsApp groups and Zoom links for classes Enrol students on the LMS and assign courses Support tutors with class setup and materials Track feedback and maintain enrolment logs

Supplies & Logistics

Monitor and order office and kitchen supplies Liaise with suppliers and subcontractors as needed Schedule appointments and maintain calendars Make occasional travel arrangements or bookings

Assessment Admin

Administer Pearson test sessions Check documents Log attendance Issue certificates Track results and collect feedback

Accounts Support (Basic Credit Control)

Contact students/clients regarding overdue invoices Record payment activity and update accounts Support reporting on payment status and outstanding dues Work with the Director to improve cash flow and billing efficiency

Communications & Marketing

Assist with email newsletters using AI tools (training provided) Help prepare social media content or reports (optional/additional)

Compliance & Quality

Participate in audits and quality reviews Support internal documentation for ISO and MCA requirements Handle sensitive information with discretion and professionalism

Projects & Ad-Hoc Tasks

Help with special admin projects Provide support to other departments when needed

What We're Looking For

Proactive and keen to learn

Prior admin experience preferred Strong communication and multitasking skills Good with time management, deadlines, and attention to detail Comfortable using Microsoft Office (especially Excel, Outlook, Word) Confident learning and using systems (LMS, online forms, templates) Basic understanding of accounts or willingness to learn Professional attitude, approachable manner Able to work independently and handle changing priorities

What We Offer

A steady weekday schedule with paid lunch (lunch provided) A small, supportive team environment Ongoing training (AI tools, LMS use, Pearson admin, credit control basics) Exposure to maritime industry operations and international students Opportunities to grow into other areas (marketing, finance, compliance)
Job Types: Part-time, Permanent, Temp to perm, Freelance, Zero hours contract, Graduate
Contract length: 12 months

Pay: From 13.50 per hour

Benefits:

Company events On-site parking
Work Location: In person