The primary purpose of the Administration Assistant - Careers is to provide customer service at the Careers Reception, manage a range of administrative duties to support the Head of Careers and Careers Practitioners, to assist coordinate and administration of the MLC Work Experience program and Structured Workplace Learning (SWL) program. To provide other administrative support as needed.
This position description outlines the major duties and responsibilities relevant to this role. This list is not exhaustive, and it is expected that specific tasks and functions may change from time-to-time in line with the College's operational requirements.
Responsibilities
* Work Experience Administration
* To ensure that the legal requirements of the Work Placement Programs are met
* Use of DocuSign software
* Liaising with Head of Careers and Computing staff to maintain and update the online program for the organisation and management of the Work Placement program on myMLC
* Assist students with the organisation of their Work Placements
* Maintain current records of Student Placements and all the requirements including OH&S Certificates
* Prepare reports on Work Placements as required
* Communication with teaching staff around Work Placements, including Middle School Mentors
* Assistant to Head of Careers and Career Development Practitioners & Office Administration Duties
* Manage telephone calls and enquiries to the Careers Department and redirect where appropriate
* Maintain all student files and archives as necessary on student work placements
* Other duties as directed
* Reception
* Manage the Careers reception and provide professional customer service to visitors, staff and students
* Be responsible for dealing with telephone calls and messages within the Careers Department
* Make appointments as requested for students, parents and visitors to the Careers Department
Team Collaboration
* Build strong, inclusive relationships within the Careers Department and across the College by communicating regularly, working collaboratively, and supporting our shared vision and purpose.
* Actively contribute to a positive, values-driven culture through collaboration, open communication, and mutual respect, in line with our values - Engage with Respect, Aspire with Responsibility, Act with Compassion, and Explore with Courage.
Other
* Undertaking other duties as reasonably required to support the objectives of the department and the College
* Demonstrate drive, passion and a strong sense of professionalism at all times
* Work autonomously and collaboratively as a member of a small integrated team
* Comply with and support College standards, policies, and procedures.
* Identify and adapt best practice to functions within the Department
* Identify and participate in personal development that ensure continuing high standards/best practice.
* Undertake professional development and accreditation courses as agreed with your People Leader, including attendance at seminars and conferences as required.
Person Specification Essential Criteria (competencies, Qualifications, Knowledge And Experience)
* Strong technology skills including DocuSign, MS Word (mail merge), Excel, E-mail and internet
* Ability to relate well to young people and to provide professional customer service to students, staff, parents and visitors
* Ability to work closely with management and contribute as a team member
* Proactive nature to effectively support the Head of Careers
* Flexibility to meet conflicting demands, manage multiple tasks, prioritise workload and meet deadlines
* Capacity to take initiative and ownership of tasks
* Demonstrated organisational abilities
* Strong problem-solving skills and communication skills in handling queries both face to face and via telephone
* Ability to draft professional and grammatically correct correspondence.
* Strong sense of confidentiality
* Adherence to all College policies and demonstration of behaviours in accordance with the Child Safe Standards
Desirable Criteria (competencies, qualifications, knowledge and experience)
* Previous experience working as a Personal/Executive Assistant
* Secretarial/ Administrative qualifications, including tertiary qualifications, will be well regarded.
MLC's commitment to child safety MLC is a child safe organisation. All staff are responsible for promoting the safety, wellbeing, and inclusion of all children and young people.
MLC has zero tolerance for child abuse. We respond seriously and promptly to all concerns, and all staff are expected to uphold our commitment to student protection at all times.
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