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