Administration Assistant Bella Vista

MultiLit is a leader in effective literacy instruction in Australasia. Our programs are uniquely placed to be successful because they are supported by scientific research and have been demonstrated to be effective in practice through rigorous trials. This high standard of integrity has ensured a pre-eminent reputation for effective literacy instruction and now sees MultiLit programs used in thousands of schools around Australia and internationally.
The company operates its own Literacy Centres, and we are seeking to appoint a full time enthusiastic Administration Assistant to join our MultiLit Bella Vista team.
About this role
**Position Objective**:
The Administrative Assistant is responsible for front line MultiLit customer interaction and will undertake all receptionist and clerical duties at the desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make.
The goal is to make MultiLit customers and visitors feel comfortable and valued while on our premises or while enquiring into our services and products.
**Primary Responsibilities**:
Responsible for ensuring quality administrative, reception function and support services for MultiLit business units, staff and customers
Answer and redirect general MultiLit business enquiry phone calls and distribution of phone messages to staff.
Receive, send and track post for the Literacy Centre and assisting in management of general post.
Process Literacy Centre client payments and allocate program payments by customers into the Literacy Centre accounting system
Maintain general office supplies and stationery ensuring appropriate organisational approval and purchasing process is followed.
General office housekeeping duties, maintain cleanliness and keep tidy reception area and front meeting offices
Populate and help manage Weekly Timetables (tutor + student schedules) in consultation and approval of Literacy Centre Managers
Manage the upkeep of Literacy Centre databases ensuring that parent/student data and records are accurate. Ensuring CRM Database parent and student records and data fields are populated and tagged accordingly.
Contact parents & tutors in a timely manner to advise of any changes to timetable (including tutor changes, tutor absences, student absences, additional students)
Order educational materials required by the Literacy Centre as directed by the Literacy Centre Managers.
Coordinate and supervise building and office equipment (photocopiers, printers, etc.)
Update and distribute weekly Literacy Centre staff Meeting agenda and record action items and type/distribute minutes.
Maintain database of tutor contacts.
Set up rooms for interviews and meetings (i.e., supply water and beverages where requested). Assist PD department with set up of catering, clean up etc.
Scan and archive student files as required.
Book Assessments and Feedback Sessions in line with agreed timetable schedule and booking protocols. Consulting with Literacy Centre Manager for requests outside of any agreed schedules.
Ensure patron details are included in the library system upon enrolment and contact details made available for tutors.
Invoice customers and account payment follow up for Literacy Centre clients
Other office administrative duties as requested.
Skills Required
Proven administrative, organisational and time management skills
Highly proficient in using MS Applications and CRM software (Hubspot)
Highly proficient in timetabling and scheduling using online software
Ability to prioritise tasks and work to deadlines
A high level of attention to detail
Excellent interpersonal, written and verbal communication skills
Ability to work independently and collaboratively as part of a team
Ability to work discreetly in a confidential environment
Current working with children check