We are looking for an experienced perm, full time Receptionist/PA to join the admin team at ACG Tauranga for 40 hours per week from June 2022.

For further information about ACG Tauranga please visit www.acgedu.com.
Please note we are unable to provide sponsorship for this position. Applicants must therefore have the right to work in New Zealand.
Company
ACG Tauranga
Type
Full Time from May 30th, 2022
Description
RECEPTIONIST AND PA 

Permanent Position
40 hours per week during term time, including 2 weeks before the first teaching day of the year and 2 weeks after the last teaching day.
20 hours per week during term breaks to be worked across 3 days.

Salary: $46 300 per annum           $24.11458/hour

Skills and Attributes
- Highly effective communicator both verbal and written
- Ability to listen carefully and respond in a calm and proactive manner
- Effective at working with children, teenagers and adults 
- Multitasking, managing a dynamic environment in a client centered manner
- Ability to prioritise in a calm and controlled manner
- Well organized, able to access and manage information with ease
- Excellent technical skills with competencies in a wide range of Office 365 products
- Excellent interpersonal skills building positive relationships with all staff
- High level problem solving and collaboration skills
- Outstanding integrity and trustworthy
- First Aide trained
- Drivers license

Tasks:

Reception: 3 days per week

Day to Day Reception duties including
- Responding to phone and e-mail inquiries; all enrolment enquiries to the enrolment manager
- Staff and school wide communication including One to All and myACG
- Urgent uniform sales
- Maintain daily bus sheets 
- Liaise with and co-ordinate outside agencies particularly vaccinations and dental visits
- Manage sign in and out systems and procedures
- Support students with lunch orders if required
- Book Principal’s appointments as appropriate
- Staff general support and relations

Day to Day staffroom duties
- Order and manage staffroom supplies
- General tidy up
- Termly clean out

Attendance management
- AM check and follow up of daily absences 
- Maintain a running spreadsheet of absentee phone calls/emails each day including future planned absences
- Send reminders to teachers to mark the roll if required and ensure all rolls are marked at the end of each day. 
- Facilitate whole school coding when required.

Additional Tasks: 3 days per week while covering reception, 2 days per week core focus

Information update and management including
- Update and maintain ENROL; arrivals and leavers 
- Maintain MOE website including March and July roll returns
- Update and maintain the student management system including personal information, medical details, new students’ information and leavers. 
- Provide new families with myACG login details and support
- Set up teacher files for new students ensuring all required documentation has been returned
- Update and maintain SharePoint
- Update and maintain student medical summary lists for staff use
- Create, update and maintain classists
- Manage and maintain all Student Form returns 
- Respond to international student request and agencies
Start up:
- Create update and maintain new student files
- Check signed contract and required forms returned. Follow up where required. Update Phoenix as required.
- Enter details of new students onto Phoenix
- Collect and collate returning student forms and update Phoenix where required.

Health and Safety
- Maintain and manage the medical room including responding to injuries and illness as per school wide processes
- Keep the medical room register up to date and record more serious injuries or illness as per the ACG Health and Safety requirements
- Maintain and manage school wide first aid supplies
- Attend Health and Safety meetings, take minutes and manage SharePoint folder
- Manage and maintain admin for Evacuation and Lockdown drills including keeping Evac folders current and up to date

Event Administration including Prizegiving, Graduation Dinner, Camps, School Ball
Including but not limited to
- General inquiries to support organising staff
- Community communication including invitations
- Certificates

Buses    
- Quotes and bookings for class trips and school events (develop form)
- General inquiries including routes, payments, late buses, sheet changes
- Booking new students onto existing stops and removing students from the service; liaise with TIC Busses
- Collate information for invoicing; liaise TIC Busses
- Manage 10 ticket rides
- Monitor student numbers, Liaise TIC Busses 

Finance
Liaise directly with finance 
- Manage invoices 
o Code and scan to finance
o File invoices and retain electronic files
- Facilitate termly invoicing for
o Student activities and events
o Uniform sales (Exonet programme)
o Bus sales
o Tutors sessions managed through the school
- Manage and maintain EFTPOS machine payments and records
- Manage and maintain Petty Cash

EOTC
- Ensure all documentation has been submitted at least one week in advance of the event
- Check documentation for omissions and follow up with relevant staff as required
- Submit documentation to the Principal for final sign off
- Schedule final EOTC meeting with the Principal in the event of overnight or school wide events, at least 3 days prior to departure

Stationery/Textbook Lists
- Day to day stationary management
- Facilitate update of textbook and stationary lists
- Liaise with suppliers to ensure stock 


PA to the Principal
This will include but is not limited to
- Setting up meetings
- Drafting correspondence and documentation
- Taking minutes in confidential settings
- Travel arrangements
- Systems development

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