Administrative Assistant

4 weeks ago

Frankston, Australia Melodic Minds Music School Full time

**About Us**:
Melodic Minds Music School is a vibrant and creative music school dedicated to helping young children express themselves through music, build confidence, and feel a sense of belonging. We offer individual and group music lessons, holiday programs, and special events to nurture children's musical talents and creativity.

We are looking for a highly organized and proactive **Administrative Coordinator** to join our team. This role will be responsible for managing the day-to-day administrative operations and supporting the smooth running of our music school.

**Hours: 6 per week with the opportunity to grow. Must be available 4-8pm weekdays.**

**Key Responsibilities**:

- **Student Enrollment and Scheduling**:

- Manage student registrations and enrollment processes.
- Coordinate and maintain class schedules for students and teachers.
- Communicate with parents to confirm registrations and answer enrollment inquiries.
- **Payments and Invoicing**:

- Handle tuition payments and invoicing for classes, camps, and other programs.
- Track payments, refunds, and ensure accurate financial records.
- Manage early bird discounts and extended hour payments for camps.
- **Customer Service and Communication**:

- Serve as the primary point of contact for parents and students regarding inquiries, complaints, or concerns.
- Maintain clear communication between teachers, parents, and students.
- Send reminders and updates to parents regarding upcoming lessons, payments, and events.
- **Event Coordination**:

- Assist with planning and organizing special events, such as student recitals, holiday programs, and workshops.
- Handle logístical details such as booking venues, coordinating schedules, and sending invitations.
- **Facility and Supplies Management**:

- Ensure the school premises are organized, clean, and ready for lessons.
- Manage inventory and order supplies for teaching, camps, and workshops.
- Coordinate facility maintenance and repairs when necessary.
- **Technology and Software Management**:

- Maintain and manage the school's scheduling software and other administrative tools.
- Update the school’s website and social media platforms with relevant information.
- Troubleshoot any technical issues that arise during lessons or administrative processes.
- **Marketing and Promotion**:

- Assist in promoting programs, events, and holiday camps through newsletters and social media.
- Create engaging content to attract new students and retain current families.
- Coordinate with external vendors for promotional activities if needed.

**Skills and Qualifications**:

- Prior experience in administrative roles
- Excellent organizational and time-management skills.
- Strong communication and customer service skills.
- Proficiency in scheduling software and basic accounting tools.
- Ability to work independently and multitask in a fast-paced environment.
- A passion for working in a creative and child-friendly environment is a plus.

**Benefits**:

- Flexible working hours to accommodate your schedule.
- Opportunity to work in a fun, dynamic, and music-focused environment.
- Professional development opportunities to enhance skills in education and administration.

**How to Apply**:
**Job Type**: Casual

Pay: $32.00 - $36.90 per hour

Expected hours: No less than 6 per week

Schedule:

- Afternoon shift

Work Authorisation:

- Australia (preferred)

Work Location: In person

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