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Administration Assistant/ Receptionist

2 weeks ago

Melbourne, Australia ILSC Education Group Full time

**ADMINISTRATION ASSISTANT/**RECEPTIONIST**

**JOB DESCRIPTION**

**(Part time - Melbourne)**

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

**Start date**: Immediately

**Report to**: Student Services Manager, Melbourne

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:
**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 standardized 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)
- Guiding students to use e-Services 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.

**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 pre
- arrival checks and communication, Day 1 Orientation, and late-comer follow-up)
- Managing textbook inventory
- 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 stationery and school supplies
- Doing coffee and snack runs for guests, organizing event areas pre event and post event.
- Coordinating with cleaners the quality of cleanliness of the campus, daily checking cleanliness and refilling students’ coffee, tea, milk.
- Attending general staff meetings and training sessions as needed

**Other duties**:

- Supporting on-campus 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 customer-service

**Skills**
- Able to respond appropriately and promptly to a variety of enquiries 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 problem solve
- 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
- Work rights for Australia required (part time)

**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 part time on campus work (no remote working possibility).

**About ILSC**

A world leader in language education &