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. Wemay 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:
1. Greeting students, agents and visitors in a warm, friendly and professional manner
2. Answering the phone, transferring calls and taking messages
3. Helping students, agents and visitors with questions and leading them to the correct staff and department
4. Preparing new student orientation and intake documents
5. Supporting local teams with the weekly orientation process for new students (including pre-arrival checks and communication, Day Orientation, and late-comer follow-up)
6. Managing textbook inventory and distribution
7. Updating the school’s academic management system (Odyssey), learner management system (MOODLE) as well as other databases (PRISMS)
8. Helping students with login issues to the myILSC App
9. Preparing graduation certificates and letters of completion
10. Purchasing OSHC (student health insurance) and ensuring students receive their insurance cards
11. Ordering and managing stationary and school supplies
12. Making coffee and snack runs for guests and staff drinks
13. Coordinating with cleaners the quality of cleanliness of the campus, making sure that premises are kept clean and in good conditions all the time
14. Attending general staff meetings and training sessions as needed
Administration duties:
15. Managing student placements in the SMS and LMS within operational constraints
16. Programming Odyssey (SMS) across all campuses with session programs, courses, and classes
17. Ensuring standardised coding for all classes (in agreement with all campuses and IT requirements)
18. Liaising with the Local and National Academic Teams for consultation on specific cases
19. Generating and distributing weekly student intake reports with starters/returners
20. Ensuring all relevant student information is accurately stored in the system ( intake tests (PROLAs)/assessment levels, enrolment documentation, special notes)
21. Actioning student requests sent through e-Services or redirecting to appropriate teams
22. Supporting the National Compliance and National Academic Teams on Attendance Report, Progress Report, Warning Letters, and ITRs processes
23. Issuing Academic Enrolment Letters as requested
24. Understanding key regulatory compliance requirements, including: ESOS Act, National Code, ELICOS Standards, NEAS
25. Assisting the Local and National Academic Teams with other assigned tasks
26. Other related duties or projects as determined by the National Director
Other duties:
27. Supporting on-campus marketing initiatives by conducting school tours of prospective students
28. Helping with campus promotional events and providing school information to agents and visitors
Section II
JOB SPECIFICATION:
Level of Education Required:
29. Certificate and/or Diploma in business administration, marketing, customer service and other relevant business fields
Specialized Skills:
30. Effective and clear written and oral communication in English
31. Excellent working knowledge of computer systems
32. Proven skills in customer-service
Skills
33. Able to respond appropriately and promptly to a variety of inquiries from current and prospective students, agents and sales teams
34. Able to find information and work collaboratively with other departments
35. Able to be flexible
36. Able to negotiate and problem-solve
37. Able to communicate effectively, both orally and in writing
38. Able to manage time and systems
39. Able to plan, organize, set priorities
40. Patient, empathetic and approachable
41. Reliable, honest and trustworthy
42. Able to maintain composure and professional behavior at all times, especially while under pressure
43. Able to engage effectively and respectfully with peers and superiors
Work Experience Required
44. Minimum to years’ experience in customer service
45. Full work rights for Australia required. Even though it is a part-time position, applicants must have the right to work full-time in Australia.
Other
46. Valid Working With Children Check (WWCC)
Section III:
Work hours: hours per week, Monday to Friday, between am and pm.
The role requires variable working hours on campus, primarily late shifts, and working remotely is not possible.