Admin Support Assistant

About

Aspire UMA Academy is a community-focused martial arts academy dedicated to empowering individuals through discipline, fitness, and personal growth. With a strong emphasis on health, well-being, and self-improvement, the academy provides high-quality martial arts training for people of all ages and abilities. Aspire UMA Academy fosters an inclusive and supportive environment, helping students build confidence, resilience, and lifelong skills through dedicated martial arts practice.

About Aspire Fighting Chances CIC

Aspire Fighting Chances CIC is the charitable initiative of Aspire UMA Academy, committed to making martial arts accessible to vulnerable individuals and lower-income families. Through scholarships, funded training programs, and community outreach, this social enterprise empowers children and adults by providing them with the opportunity to develop confidence, discipline, and life skills through martial arts. Aspire Fighting Chances CIC is dedicated to creating a positive, far-reaching impact by supporting personal growth and fostering a strong sense of community.

Role Responsibilities

We are looking for an Admin Support Assistant to help streamline student onboarding, payment management, and communication processes, ensuring a seamless experience for our members.

As an Admin Support Assistant, you will play a crucial role in supporting the academy’s daily operations, ensuring smooth administrative processes, and enhancing the student experience. Your key responsibilities will include:

1. Student Onboarding & Membership Management

• Process new student applications and set up memberships.
• Ensure new students receive welcome packs and induction materials.
• Update and maintain student records in the academy’s CRM system.

2. Lead & Prospect Follow-Ups

• Track and follow up on prospective student inquiries.
• Schedule trial classes and ensure leads are nurtured through the sales pipeline.
• Communicate regularly with potential students to encourage sign-ups.

3. Payment & Fee Reconciliation

• Monitor and reconcile payments against due training fees.
• Follow up on outstanding payments with professionalism.
• Update payment records and generate financial reports as needed.

4. Communications & Announcements

• Send announcements and updates via email, messaging platforms, and social media.
• Manage group messages and keep students informed of class schedules, events, and changes.

5. Student Record Maintenance

• Amend and update student details as necessary.
• Remove students from records when they decide to leave.

Skills

To be successful in this role, you should have:

• Administrative Skills – Strong attention to detail, record-keeping, and organisational abilities.
• Communication & Customer Service – Confident and professional in dealing with students, parents, and prospects via email, phone, and messaging platforms.
• Payment Management – Experience handling invoices, tracking payments, and reconciling accounts.
• CRM & Cloud Platform Proficiency – Ability to use CRM systems, cloud-based databases, and student management platforms.
• Automation & Process Efficiency – Understanding of automation tools to streamline repetitive tasks. This is desirable but not essential.
• Spreadsheets & Data Management – Comfortable using Excel/Google Sheets for tracking student data and payments.
• Tech-Savviness – Familiarity with digital tools such as Stripe, PayPal, GoCardless, or similar payment platforms.
• Problem-Solving Mindset – Ability to handle administrative challenges with initiative and efficiency.