Receptionist/administration Assistant - Perth, Australia - ILSC Education Group

ILSC Education Group

Verified Company

Perth, Australia

1 week ago

Posted by:

Olivia Brown

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Description

RECEPTIONIST/ADMINISTRATION ASSISTANT

JOB DESCRIPTION

(Full time - Perth)

Title:
Receptionist/Administration Assistant, ILSC & Greystone College Perth (Full-time)

Start date:
Early June 2023

Report to:
Student Advisor Manager, Perth

This outline is not intended to be an exhaustive list of the duties you may be required to perform. Rather, it is an indication of 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:

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 prearrival checks and communication, Day 1 Orientation, and latecomer followup)
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 stationary and school supplies
Doing coffee and snack runs for guests
Coordinating with cleaners the quality of cleanliness of the campus
Attending general staff meetings and training sessions as needed

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 standardised 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)
Actioning student requests sent through eServices 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

Other duties:

Supporting oncampus 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 customerservice

-
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
Full work rights for Australia required (full time)

-
Other:

Valid Working With Children Check (WWCC)

Section III:

Hours of work: 38 hours per week, Monday to Friday, between the hours of 8am and 6pm. The role requires full-time on-campus work (no remote working possibility).

About ILSC
A world leader in language education & vocational training, ILSC Education Group, which opened its first language scho