NZMA, part of the New Education Group, is one of New Zealand's leading private training providers specialising in hospitality, cookery, business, retail, contact centre construction training, electrical engineering, early childhood and health. We are proud of our reputation for quality, excellence and student success. This is a rare opportunity to join a team that prides itself in making a meaningful difference to the lives of students, their communities and the industries we serve.  

We are seeking a part-time (Monday to Friday, 1.30pm to 5.00pm) permanent Receptionist/Administrator to join our Waikato campus. This position assumes the main ‘front-line’ point of contact for NZMA students, clients and staff.  This role is responsible for representing the company, both in person and over the telephone, in a highly professional and customer focussed manner along with providing administrative support where necessary.  


What you need to be successful in this role:
  • Intermediate to advanced skill level across the Microsoft Office suite – in particular MS Excel, Word & PowerPoint
  • Proven experience in a similar reception role
  • High degree of interpersonal ability
  • Strong verbal and written communication skills
  • Ability to multi-task in a busy environment
  • Experience in database administration, with a high degree of accurate & speedy data-entry skills
  • Proven ability to prioritise tasks and manage time effectively and efficiently
  • Knowledge of the tertiary education sector would be a definite advantage, but not essential
  • A proactive and solutions focused attitude
NZMA offers a supportive environment, strong team ethos and a commitment to YOU, your professional development & career aspirations along with the knowledge that you are making a real, genuine difference in the lives of our students, their communities and the industries we serve.  

For further information about NZMA please visit www.nzma.ac.nz
Company
New Zealand Management Academies
Type
Part Time (0.438) from February 26th, 2018
Description
Position Title:                        Receptionist/Administrator  
Location:                               Waikato Campus  
Reports to:                            Campus Manager  
Date:                                       February 2018  

Purpose:  
The position holder assumes the main ‘front-line’ point of contact for NZMA students, clients and staff, and is responsible for representing the company, both in person and over the telephone, in a highly professional and customer focussed manner along with providing administrative support where necessary.

Key Accountabilities:


Reception:
  • Greet visitors and direct them as required
  • Issue and maintenance of visitor badges and the visitor book
  • Answer telephone calls and attend to them as required, including the 0800 Attendance line).
  • Take and deliver phone messages promptly
  • Receive, sort & distribute incoming and outgoing mail
  • Organise and Liaise with Couriers
  • Organise building maintenance as instructed by Campus Manager
  • Maintaining the security of the premises through a continuous presence at reception Responsible for reception being manned when unable to be there
  • Log all IT jobs on the IT Help Website for ACA and update staff
  • Organise and record Taxi requests from staff.
  • Make appointments for E-Visa & NZMA Careers via CRM.
  • Update Staff Telephone Directory
  • Issue and maintain all staff swipe cards for building access
  • Update the electronic notice boards
  • Issue warning letter to students via Tutors – weekly attendance reports using Take2 & CRM.  Maintain spread sheet.
  • Update and maintain staff name board
  • Issuing and recording certificates to students using CRM
  • Make sure mail for other NZMA Academies are sent out by Thursday afternoon.
  • Drop off outgoing mail to post box
  • Assist with student induction at the beginning of each block
Personal Assistant – Leadership Team:
  • Secretarial support
  • Preparation of reports and presentations
  • Draft correspondence
  • Project coordination
  • Function & meeting coordination
  • Travel coordination
  • Liaise with key stakeholders 
Campus Support and Administration:
  • General administration support for Campus Manager as required
  • Update student contact details accurately on TAKE 2 and CRM when required
  • Produce weekly registers and enter attendance data into Take2 & CRM
  • Produce weekly attendance reports on Monday morning using Take2
  • Provide information to the students for the next term regarding start times, classes etc.
  • Ensure the security of all student records and information in accordance with NZMA standards and NZQA requirements
  • Assisting students when they have been locked out of the system as required
  • Reset printer passwords and add printing credit for students as required
  • Coordination of MAXX stickers for Student ID Cards
  • Assist the Student Services team during student induction
What success looks like?
  • An effective, efficient reception area catering to staff, students and external visitors – a well-oiled machine. 
  • Gaining consistent positive feedback from staff, students and external visitors to the campus
  • Complete all tasks delegated by Leadership team in a timely, efficient manner
  • Complete all of the above tasks in a timely manner to internal audit standards
  • Deal with student issues quickly and efficiently
  • Setting up and reviewing procedures and processes. Ensures high quality output
  • Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks.
  • Effectively managing ones time and resources to ensure that work is completed efficiently
  • Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed
What you must have:
  • Advanced skill level across the Microsoft Office suite – in particular MS Excel, Word & PowerPoint
  • Proven experience in a senior reception/administration role
  • High degree of interpersonal ability
  • Strong verbal and written communication skills
  • Ability to be proactive, use initiative and anticipate the administration needs of the campus and leadership team
  • Experience in database administration, with high degree of accurate & speedy data entry skills
  • Proven ability to prioritise tasks and manage time effectively and efficiently
  • Knowledge of the tertiary education sector would be a definite advantage, but not essential
  • Shows a pro-active and solutions focused attitude
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