Yoobee School of Design
Full Time from March 7th, 2018
Title:                    Receptionist/Administrator
Reporting to:      Senior Academic Administrator
Location:             Yoobee Wellington Campus  

The position holder assumes the main ‘front-line’ point of contact for 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 Responsibilities:
  • Greet visitors and direct them as required
  • Issue and maintenance of visitor badges and the visitor book
  • Ensure daily banking is accurate and completed each day
  • Issuing of equipment to students and maintaining an accurate booking system
  • Preparation of short course room and preparing folders with general information
  • Ordering and issuing of student ID cards
  • Maintaining the student security card system
  • Managing sale of paper to students and ensure stocks don’t run out – order when necessary
  • Answer telephone calls and attend to them as required, including transferring of student enquiries through to the Enrolment Advisor.
  • Take and deliver phone messages promptly
  • Receive, sort & distribute incoming and outgoing mail
  • Organise and liaise with couriers
  • Organise building maintenance as instructed by the Head of School
  • Maintaining the security of the premises through a continuous presence at reception. Responsible for reception being manned when unable to be there
  • Organise taxi requests from staff
  • Make sure mail and academic administration documents for other campuses are sent out as required
  • Prepare all outgoing mail ready for pickup at the end of the day
  • Assist with student induction at the beginning of each block
  • Collate campus stationary requests and process stationary order through the online Office Max system on a monthly basis.
  • Keep the reception area, other administration and storage areas clean and tidy at all times.
Secretarial tasks:
  • 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 the Head of School and Senior Academic Administrator as required
  • Update student contact details accurately on TAKE2 and CRM when required
  • 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 YSD standards and NZQA requirements
  • Assist the Student Services team during student induction
  • Ensure the security of all student records and information in accordance with YSD standards and NZQA requirements.
  • Issue warning letters to students at the request of the Head of Faculty or Head of School
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:
  • Skill level across the Microsoft Office suite – in particular MS Excel, Word & PowerPoint
  • 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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