Administrative Assistant

Job Description

Institution: Penta Community College

Location: Ham Towers, 4th Floor, Kampala, Uganda

Reports To: College Manager

About Penta Community College

Penta Community College is a tertiary institution dedicated to developing competent healthcare professionals through certificate and diploma programs. The College emphasizes quality instruction, ethical practice, and practical exposure through its partnerships with hospitals and healthcare providers.

Position Summary

The Administrative Assistant provides essential administrative, clerical, and front-office support to ensure smooth operations of Penta Community College. The role includes managing the front desk, handling documentation and filing, supporting the College Manager, coordinating communication, assisting students and visitors, and managing teaching schedules and lesson rotas.

Key Responsibilities

1. Front Desk & Visitor Management
• Serve as the first point of contact for all students, parents, visitors, and callers.
• Provide accurate information, direct inquiries, and offer timely assistance.
• Maintain a professional, welcoming, and organized reception area.


2. Administrative & Clerical Support
• Prepare, organize, and maintain all college documentation, records, and files (physical & digital).
• Manage correspondence, incoming/outgoing mail, emails, and official communication.
• Provide direct administrative support to the College Manager, including scheduling, document preparation, meetings, and follow-ups.
• Manage office supplies, stationery, and general office logistics.


3. Academic Support & Scheduling
• Prepare, update, and circulate teaching schedules, timetables, and lesson rotas.
• Assist in coordinating lecturer availability and classroom allocations.
• Support staff with printing, photocopying, and distribution of academic materials.


4. Student Support
• Provide first-line support for student questions, concerns, and service needs.
• Assist with student registration, record updates, and document issuance when required.
• Guide students on administrative processes and college procedures.


5. Record-Keeping & Data Management
• Maintain accurate and confidential student and staff records.
• Support data entry, reporting, and archiving of documents.
• rack attendance sheets, teaching logs, and administrative reports.


6. Operational Support
• Support the coordination of meetings, events, workshops, and college activities.
• Ensure timely preparation of notices, memos, communication, and announcements.
• Assist in monitoring compliance with institutional procedures and administrative standards.



Minimum Qualifications

• Diploma in Business Administration, Office Management, Records Management, Secretarial Studies, or related field.
• At least **2 years of administrative or front-office experience,** preferably in an academic or training institution.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) and basic IT skills.
• Excellent communication and customer service skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and work in a fast-paced academic environment.



Key Competencies

• Professionalism and strong interpersonal skills.
• Confidentiality and integrity in handling records and communication.
• Positive attitude and ability to engage students and visitors effectively..
• Time management and ability to prioritize tasks.
• Problem-solving ability and a proactive work ethic.



Application Process

Interested candidates should submit their **CV, cover letter, and copies of academic credentials** to info@pentacollege.com with the subject line **“Application for College Manager – Penta Community College”** by 1st December 2025

College Manager

Job Description

Institution: Penta Community College

Location: Ham Towers, 4th Floor, Kampala, Uganda

Reports To: Board of Directors

About Penta Community College

Penta Community College is a tertiary institution dedicated to developing competent healthcare professionals through certificate and diploma programs. The College emphasizes quality instruction, ethical practice, and practical exposure through its partnerships with hospitals and healthcare providers.

Position Summary

The Principal serves as the chief administrative and academic officer of Penta Community College. The role is responsible for providing strategic and operational leadership in the day-to-day management of the College, ensuring high standards in teaching, student experience, and institutional growth. The Principal oversees staff recruitment and supervision, curriculum management, regulatory compliance, stakeholder engagement, and continuous improvement of academic quality.

Key Responsibilities

1. Academic and Administrative Leadership
• Oversee the day-to-day operations of the College, ensuring smooth academic and administrative functions.
• Supervise and support lecturers and administrative staff to maintain high teaching standards and professional conduct.
• Plan and coordinate class timetables, teaching schedules, and academic calendars.
• Oversee the development, implementation, and review of curricula in line with regulatory and institutional standards.


2. Recruitment, Retention, and Staff Management
• Lead the recruitment, orientation, and performance management of academic and non-academic staff.
• Promote professional development and retention of qualified lecturers.
• Maintain a positive, collaborative, and accountable staff culture.


3. Regulatory and Quality Assurance
• Ensure compliance with the National Council for Higher Education (NCHE), Ministry of Education and Sports, and all other relevant regulatory bodies.
• Oversee student admissions, examinations, and certification processes in accordance with established policies.
• Uphold examination integrity and academic honesty across all programs.


4. Student Affairs and Parent Relations
• Foster effective communication between the College and students, parents, and guardians.
• Ensure a safe, inclusive, and supportive learning environment.
• Address student welfare issues, discipline, and academic guidance as needed.


5. Partnerships and External Relations
• Build and sustain strong partnerships with hospitals and healthcare facilities for clinical placements, internships, and student exposure.
• Represent the College in educational networks, community engagements, and industry collaborations.


6. Strategic Growth and Institutional Development
• Drive enrollment growth and student retention through outreach, branding, and marketing initiatives.
• Contribute to the strategic planning and development of new academic programs aligned with market demand.
• Manage budgets, optimize resource use, and ensure financial sustainability.



Qualifications and Experience

• Minimum of a **Diploma in a Health Sciences discipline**.
• A **Bachelor’s degree in Education, Health Sciences, or related field** is required.
• A **Degree or Master’s in Business Administration** is an added advantage.
• At least **5 years of progressive leadership experience** in a tertiary or vocational education institution.
• Demonstrated experience in academic administration, staff management, and regulatory compliance.
• Strong understanding of Uganda’s higher education and healthcare training landscape.
• Proven ability to build partnerships and foster institutional growth.



Key Competencies

• Strong leadership and organizational skills.
• Excellent communication and interpersonal abilities.
• Strategic thinking and problem-solving orientation.
• Integrity, accountability, and professionalism.
• Commitment to academic excellence and student success.



Application Process

Interested candidates should submit their **CV, cover letter, and copies of academic credentials** to info@pentacollege.com with the subject line **“Application for College Manager – Penta Community College”** by 11th November 2025