Administrative Secretary

Dalewares College of Management and Technology (DCMT), formerly known as Dalewares Institute of Technology (DIT), was established in 2007 as a licensed and accredited polytechnic in Nigeria. The institution is approved by the Federal Ministry of Education and accredited by the National Board for Technical Education (NBTE).

Dalewares Polytechnic operates in accordance with the official guidelines governing the establishment of Polytechnics, Monotechnics, and similar tertiary institutions in Nigeria. The institution offers quality post-secondary education programs leading to the award of National Diploma (ND) and Higher National Diploma (HND) qualifications, equipping students with practical skills and industry-relevant knowledge for career success.

We are recruiting to fill the position below:

Job Title: Administrative Secretary

Location: Palmgrove, Onipanu - Lagos
Employment Type: Full-time

Responsibilities
General Administrative Duties:

• Receiving and attending to visitors, students, staff, and external officials.
• Coordinating communication between management, departments, staff, and students.
• Processing payment documents and requisitions.
• Coordinating logistics for meetings, seminars, and workshops.
• Assisting in budget preparation and petty cash documentation.
• Filing accreditation and institutional documents.
• Ensuring proper organization of administrative processes.
• Scheduling meetings, appointments, and institutional events.
• Handling telephone calls, emails, and internal communications.
• Assisting in processing admissions, registration, and examination records.
• Financial and Logistic Support
• Supporting accreditation exercises and academic audits.
• Office Management
• Taking minutes during meetings and preparing reports.
• Preparing timetables, schedules, and institutional reports when required.
• Maintaining staff and student records.
• Preparing letters, memos, reports, and official correspondence.
• Monitoring office supplies and requesting replenishment.
• Communication and Coordination
• Academic Support Functions
• Supervising clerical activities within the office.
• Disseminating circulars, notices, and announcements.
• Managing office records, files, and confidential documents.
• Records and Documentation
• Keeping accurate inventories of office materials and equipment.

Departmental Administrative Secretary:

• Managing the departmental office and daily operations.
• Monitoring implementation of departmental directives.
• Support to the Head of Department
• Departmental Office Administration
• Providing information and guidance to students on departmental procedures.
• Assisting with course registration and clearance processes.
• Assisting the HOD with scheduling and administrative coordination.
• Student Records and Academic Support
• Typing and preparing departmental documents and reports.
• Managing examination records, results, and attendance documentation.
• Preparing meeting agendas and recording minutes.
• Keeping student academic records and files.
• Maintaining departmental records, files, and correspondence.
• Working directly within an academic department and supports the Head of Department (HOD), lecturers, and students.

Communication Duties:

• Coordinating departmental meetings and seminars.
• Clerical and Data Management
• Handling sensitive academic and staff information confidentially.
• Assisting during examinations and result processing.
• Confidentiality and Professional Conduct
• Examination and Accreditation Support
• Data entry and management of departmental databases.
• Organizing documents needed for accreditation visits.
• Maintaining professionalism in dealing with staff and students.
• Issuing notices, memos, and departmental announcements.
• Liaising between students, lecturers, and the HOD.
• Maintaining inventory of departmental equipment and materials.
• Ensuring proper filing and retrieval of documents.
• Maintaining course files and accreditation evidence.

Qualifications

• Interested candidates should possess an OND, NCE, HND, or Bachelor's Degree with 5 years experience.

Key Skills Required:

• Both positions generally require:
• Confidentiality and professionalism
• Time management and organization
• Ability to multitask and work under pressure
  Proximity is key
• Good communication skills
• Computer literacy (Microsoft Word, Excel, email usage)
• Record-keeping and filing skills