Receptionist/Administration Assistant

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:

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  Greeting students agents and visitors in a warm friendly and professional manner
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  Answering the phone transferring calls and taking messages
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  Helping students agents and visitors with questions and leading them to the correct staff and department
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  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)

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  Managing textbook inventory and distribution
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  Updating the schools academic management system (Odyssey) learner management system (MOODLE) as well as other databases (PRISMS)
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  Helping students with login issues to the myILSC App
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  Preparing graduation certificates and letters of completion
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  Purchasing OSHC (student health insurance) and ensuring students receive their insurance cards
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  Ordering and managing stationary and school supplies
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  Making coffee and snack runs for guests and staff drinks
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  Coordinating with cleaners the quality of cleanliness of the campus making sure that premises are kept clean and in good conditions all the time
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  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 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 dutiesor projectsas determined by the National Director

Other duties:

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  Supporting on-campus marketing initiatives by conducting school tours of prospective students
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  Helping with campus promotional events and providing school information to agents and visitors

Section II

JOB SPECIFICATION:

Level of Education Required:

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  Certificate and/or Diploma in business administration marketing customer service and other relevant business fields

Specialized Skills:

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  Effective and clear written and oral communication in English
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  Excellent working knowledge of computer systems
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  Proven skills in customer-service

Skills

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  Able to respond appropriately and promptly to a variety of inquiries from current and prospective students agents and sales teams
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  Able to find information and work collaboratively with other departments
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  Able to be flexible
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  Able to negotiate and problem-solve
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  Able to communicate effectively both orally and in writing
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  Able to manage time and systems
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  Able to plan organize set priorities
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  Patient empathetic and approachable
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  Reliable honest and trustworthy
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  Able to maintain composure and professional behavior at all times especially while under pressure
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  Able to engage effectively and respectfully with peers and superiors

Work Experience Required

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  Minimum 2 to 5 years experience in customer service
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  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

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  Valid Working With Children Check (WWCC)

Section III:

Work hours: 20 hours per week Monday to Friday between 8am and 7pm.

The role requires variable working hours on campus primarily late shifts and working remotely is not possible.

About ILSC

A world leader in language education & vocational training ILSC Education Group which opened its first language school in Vancouver Canada in 1991 and Greystone College in 2002 offers life-changing educational experiences in Canada Australia and India some of the worlds most attractive and popular English-speaking work and study destinations. Since opening its first school in Vancouver BC Canada ILSC has become a world leader in language and career training and has grown to include 8 incredible locations around the world in Vancouver Toronto and Montral Canada; New Delhi India; and Brisbane Sydney Melbourne Adelaide and Perth Australia.

In early 2022 ILSC Education Group joined forces with ELS Education Services bringing together over 100 years of combined experience delivering life-changing learning experiences to international students. Since 1961 when ELS Educational Services opened its first school in Washington DC ELS has developed a global reputation for delivering top-quality English language programs. ELS now has the most extensive network of on-campus English language programs and University partners across the USA.

Our mission is to provide our global community with transformative learning living and work experiences by offering the finest language career and higher education programs.

Our Core Values

• PASSION:To enrich & transform peoples lives
• INNOVATION:To evolve through creativity & diversity
• RESPECT:To treat everyone with compassion & dignity
• COLLABORATION:To build community & achieve more together
• INTEGRITY:To act responsibly & ethically in everything we do

In accordance with ILSCs Accessibility Policy ILSC is committed to providing a barrier-free environment.