Administration Assistant/ Receptionist

at  ILSC Education Group

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)

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