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Administrative Specialist

3 weeks ago

Cape Town, Western Cape, South Africa The Waterfront Theatre School Full time

Company Description

The Waterfront Theatre School, established in the early 1990s, is a renowned institution in the performing arts industry, located in Cape Town. It offers a unique four-year programme that integrates training in singing, dancing, and acting, resulting in internationally recognized qualifications from Trinity College London and The Imperial Society of Teachers of Dance. Known for its personalized training approach, the school tailors programmes to align with each student's professional aspirations. With a strong focus on vocational education, the institution fosters a new generation of artists prepared for sustainable and diverse careers in the creative industry. Students are constantly provided with opportunities to perform, teach, and innovate in a dynamic field.

Role Overview

We are seeking a highly organised, digitally skilled 
Administrator / Receptionist
 to join our team in a full-time, on-site role based in the City of Cape Town. This position is central to the smooth running of our daily operations and serves as the first point of contact for students, parents, staff, and external stakeholders.

The successful candidate will be confident with digital systems, detail-oriented, and able to manage multiple administrative processes simultaneously. They will work closely with internal teams to support applications, examinations, scheduling, communication, and general office administration, while maintaining a professional and welcoming front-of-house presence.

Key Responsibilities:

Front-of-House & Communication

  • Serve as the first point of contact for in-person, phone, and email enquiries
  • Provide professional, friendly, and efficient customer service to students, parents, staff, and visitors
  • Manage incoming and outgoing communication and ensure queries are followed up timeously

Administrative & Office Support

  • Perform daily administrative tasks to support smooth office operations
  • Maintain accurate, organised digital and physical filing systems
  • Manage schedules, calendars, bookings, and internal documentation
  • Support staff with general administrative requirements

Digital Administration

  • Create, manage, and update 
    Google Forms, Google Docs, and Google Sheets
  • Maintain databases, spreadsheets, and shared drives with a high level of accuracy
  • Process applications, registrations, and examination lists
  • Assist with compiling, updating, and managing student and examination records

Examinations & Applications

  • Administer application processes from submission to completion
  • Compile and manage examination entry lists and related documentation
  • Liaise with relevant internal departments and external bodies where required
  • Ensure deadlines, accuracy, and compliance are met

Finance & Data Support

  • Assist with basic financial administration, including invoicing support, record-keeping, and budgeting assistance
  • Capture and reconcile data accurately across systems
  • Support reporting and tracking where required

Operational Support

  • Identify administrative inefficiencies and contribute to improving systems and processes
  • Ensure all records are kept up to date and compliant with internal standards
  • Work collaboratively with team members while managing independent tasks effectively

Required Skills & Qualifications

  • Strong 
    communication and customer service skills
    , with a professional and approachable manner
  • Proven experience in 
    administrative assistance
    , office coordination, or reception
  • High level of 
    digital literacy
    , particularly:

·       Google Workspace (Docs, Forms, Sheets, Drive)

·       Microsoft Office Suite (Word, Excel, Outlook)

  • Strong 
    organizational and time-management skills
    , with excellent attention to detail
  • Ability to manage multiple tasks, deadlines, and priorities simultaneously
  • Analytical and problem-solving skills to support operational efficiency
  • Basic 
    financial administration
     and data-management skills
  • Ability to work 
    independently
     as well as collaboratively within a team
  • Previous experience in an administrative, office, or reception role is preferred

Personal Attributes

  • Reliable, proactive, and detail-driven
  • Calm and professional under pressure
  • Strong sense of responsibility and confidentiality
  • Positive, solution-focused attitude
  • Comfortable working in a busy, people-focused environment