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Receptionist/administration Assistant

3 months ago

Perth, Western Australia ILSC Education Group Full time

RECEPTIONIST/ADMINISTRATION ASSISTANT

JOB DESCRIPTION

(Part time - Perth)

Title:
Receptionist/Administration Assistant, ILSC & Greystone College Perth (
Part-time)

Start date:
Immediately

Report to:
Student Services Manager, Perth

This outline is not intended to be an exhaustive list of the duties you may be required to perform. Rather, it indicates the kinds of duties that fall within the scope of the position.


In addition to your duties and responsibilities outlined in the position description, you may also be required to carry out other duties reasonably required by us that you are skilled in and capable of performing.

We may alter your position, position description, responsibilities, reporting lines or location in accordance with the needs of the business without providing additional remuneration.


Section I

DUTIES & RESPONSIBILITIES:

RESPONSIBLE FOR:

Reception duties:

  • Greeting students, agents and visitors in a warm, friendly and professional manner
  • Answering the phone, transferring calls and taking messages
  • Helping students, agents and visitors with questions and leading them to the correct staff and department
  • Preparing new student orientation and intake documents
  • Supporting local teams with the weekly orientation process for new students (including prearrival checks and communication, Day 1 Orientation, and latecomer followup)
  • Managing textbook inventory and distribution
  • Updating the school's academic management system (Odyssey), learner management system (MOODLE) as well as other databases (PRISMS)
  • Helping students with login issues to the _myILSC_ App
  • Preparing graduation certificates and letters of completion
  • Purchasing OSHC (student health insurance) and ensuring students receive their insurance cards
  • Ordering and managing stationary and school supplies
  • Making coffee and snack runs for guests and staff drinks
  • Coordinating with cleaners the quality of cleanliness of the campus, making sure that premises are kept clean and in good conditions all the time
  • Attending general staff meetings and training sessions as needed

Administration duties:

  • Managing student placements in the SMS and LMS within operational constraints
  • Programming Odyssey (SMS) across all campuses with session programs, courses, and classes
  • Ensuring standardised coding for all classes (in agreement with all campuses and IT requirements)
  • Liaising with the Local and National Academic Teams for consultation on specific cases
  • Generating and distributing weekly student intake reports with starters/returners
  • Ensuring all relevant student information is accurately stored in the system (e.g. intake tests (PROLAs)/assessment levels, enrolment documentation, special notes)
  • Actioning student requests sent through eServices or redirecting to appropriate teams
  • Supporting the National Compliance and National Academic Teams on Attendance Report, Progress Report, Warning Letters, and ITRs processes
  • Issuing Academic Enrolment Letters as requested
  • Understanding key regulatory compliance requirements, including: ESOS Act, National Code 2018, ELICOS Standards 2018, NEAS
  • Assisting the Local and National Academic Teams with other assigned tasks
  • Other related duties or projects as determined by the National Director

Other duties:

  • Supporting oncampus marketing initiatives by conducting school tours of prospective students
  • Helping with campus promotional events and providing school information to agents and visitors
**Section II

JOB SPECIFICATION:

Level of Education Required:

  • Certificate and/or Diploma in business administration, marketing, customer service and other relevant business fields

Specialized Skills:

  • Effective and clear written and oral communication in English
  • Excellent working knowledge of computer systems
  • Proven skills in customerservice

Skills

  • Able to respond appropriately and promptly to a variety of inquiries from current and prospective students, agents and sales teams
  • Able to find information and work collaboratively with other departments
  • Able to be flexible
  • Able to negotiate and problemsolve
  • Able to communicate effectively, both orally and in writing
  • Able to manage time and systems
  • Able to plan, organize, set priorities
  • Patient, empathetic and approachable
  • Reliable, honest and trustworthy
  • Able to maintain composure and professional behavior at all times, especially while under pressure
  • Able to engage effectively and respectfully with peers and superiors

Work Experience Required

  • Minimum 2 to 5 years' experience in customer service
  • Full work rights for Australia required. Even though it is a parttime position, applicants must have the right to work fulltime in Australia.

Other

  • Valid Working With Children Check (WWCC)

Section III:

Work hours: 20 hours per week, Monday to Friday, between 8am and 7pm.

The role requires variable working hours