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:

- Ensure all necessary documentation is completed and submitted in compliance with PTPK guidelines.

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.
- 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**: Abilit