Receptionist | Administrator– Manukau Campus  

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 full-time (Monday to Friday, 8.00am to 5.00pm) permanent Receptionist/Administrator to join our Manukau 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
Full Time from April 30th, 2018
Description
 The Administrator is responsible for all administration and student service support.

Key Internal Relationships: Student Services Manager, Administrators, Students,Tutors/Lecturers
Key External Relationships: TEC, Studylink, NZQA, WINZ, MOE, Home stay AgenciesHours of work: hours are subject to variation depending on the demands of the industry.PURPOSE OF JOB DIMENSIONSPrimary responsibility for:

Key Accountability: Student RecruitmentKey Activities:
Key Performance Indicator(s):
 Assist with domestic student enquiries (6.1), including:
- Providing accurate information upon initial enquiry;
- collating and posting information packs;
- contacting the prospective students within 5 days of posting packs, answering queries and arranging interviews with the Campus Manager.
 Assist with international student enquiries including collating and posting information packs (6.2).
 Telephone is answered within first five rings
 Enquiries are dealt with in a polite and professional manner.
 Accurate information is collated and posted out as required.
 Student interviews are arranged as soon as possible as directed.
 Records of student enquiries are undertaken at point of contact and accurately entered into marketing section of EnrolPro.
 

Key Accountability: Student Enrolment
Key Activities:
Key Performance Indicator(s):
 Assist in the enrolment of domestic students (6.1) including:
 Entering the student in the Student Management System (6.1);
 Coordinating all fee payments;
 Issuing Acceptance Packs (6.1);
 Relevant student enrolment checklist is completed for key areas prior to the SDR validation process.
 Ensure that ENROLpro is utilized correctly in the enrolment of students and monitor accuracy of data (6.1).
 Assist the CM with Studylink applications (6.1).
 Create student files and a unique code identifier for all newly enrolled students, and place in the Student Files cabinet (9.3)
 Once all students mandatory information is received, student is entered into EnrolPro within 2 working days.
 All enrolments for February intake are accurately reported in EnrolPro by April 15th.
 All July enrolments are accurately reported into EnrolPro by September 15th.
 Enrolment checklists are completed within 4 weeks of course commencement.
 Section 1 and 5 of Enrolpro are 100% accurate
 Student services report satisfaction with the timeliness of completion.
 QA/SS report satisfaction with the reviewed audit sample.
 Student files are kept secure at all times.
 

KEY RESPONSIBILITIES AND MEASURES
Key Accountability: Student Academic Results
Key Activities:
 Enter student results in the Student Management system (8.1).
 Update result of reassessments resits and re-submissions in the Student Management System as requested by the tutor/lecturer (8.5, 9.2).
Completions
Key Performance Indicator(s):
 Results are recorded with 100% accuracy
 Coordinate tasks for programme completion (9.3).
 The relevant student completion checklist is completed for key areas prior to the SDR validation process.
 Assist academic staff in processing results at the end of a programme (9.5).
 Completion checklists are completed within 4 weeks of course completion.
 QA/SSC report satisfaction with the timeliness of completion.
 QA/SSC report satisfaction with the reviewed audit sample.
 Student completions are processed and communicated to HO within a week of final credit uploads.

Key Accountability: Withdrawal
Key Activities:
Key Performance Indicator(s):
 Assist Campus Managers in processing student withdrawals/refunds (3.3, 9.3).
 The relevant student withdrawal checklist is completed for key areas prior to the SDR validation process.
 Withdrawal checklists are completed within 5 working days of student withdrawing from the programme.
 Communicate fee paying withdrawals to Head Office within 3 working days of the student withdrawal date.
 Upload credits for students within 4 weeks of withdrawal date.
Key Accountability: Public Trust and student fee accounts
Key Activities:
Key Performance Indicator(s):
Provide initial and ongoing administrative support for the processing and maintenance of Public Trust and student fee accounts.
 Process student public trust application forms via student management system or approved process.
 Complete and process the request for VOS Identification forms (3.2).
 Record all fee payments on the Student Management System, changes to enrolments, fee refunds, or withdrawals using valid Public Trust procedures (3.2, 6.1, 6.2).
 Complete travel payment report and send to Finance Manager fortnightly on a Friday.
 VOS stage applications are prioritized for processing.
 All fee paying students are invoiced within 2 working days from acceptance of enrolment (3.2)


Key Accountability: Student files and records
Key Activities:
Key Performance Indicator(s):
 Ensure that student files are up to date and well maintained for the duration of the student’s programme (9.3). This includes:
- personal details
- visa/identification information
- contact details
- results and achievements
- correspondence/communication
 Archive student files and academic records after the following years January SDR (9.3)
 All student files are up to date
 Student details are recorded using approved forms
 98 % accuracy during audit samples
Key Accountability: Student attendance
Key Activities:
Key Performance Indicator(s):
 Assist in the monitoring and coordination of student attendance, (6.7) including:
 recording notified absenteeisms;
 Collate student attendance on a daily basis;
 Advising the Campus Manager of absences of 2 days or more;
 Contact absent student as directed by the Campus Manager
 Printing attendance reports and forwarding to the Campus Manager.
 100% of notified absentees are accurately recorded
 Summary report of student absentees are available to tutors/lecturers by 12pm same day.
 In summary report absences of 2 days or more are flagged
 Note made on support &guidance form and filed.
 Attendance reports are forwarded to Campus Manager by end of every Friday.

Key Accountability: Student evaluations
Key Activities:
Key Performance Indicator(s):
 Complete all administrative duties associated with scheduling, coordinating and conducting the student evaluations (7.6).
 Collate student evaluation results and forward to relevant Manager within one week of evaluation.
 Student Evaluations are completed according to timeframes scheduled.
Key Accountability: Graduation Co-ordination
Key Activities:
Key Performance Indicator(s):
 Provide graduation support as per the agreed tasks from the graduation committee eg issuing tickets to students/taking cash payments for additional tickets.
 Update rsvp graduation spreadsheet.
 Provide assistance at the graduation ceremony.
 Tasks are completed in a timely manner.
 100% data entry accuracy
 Receipting and filing of graduation application forms.
 Distribution of certificates after graduation to students who did not attend graduation in accordance with graduation policy(9.6)
 Students who have completed relevant documentation receive certification within 4 weeks of graduation.

Key Accountability: Student support and guidance
Key Activities:
Key Performance Indicator(s):
 Ensure international students complete necessary documentation on their first day including ‘Change of Details’ form, NZ emergency, personal contact information and accommodation details, student visa/permit, and update Student Management System (6.2).
 Ensure that there is a supply of flyers and brochures providing support and guidance (6.8).
 Process record of learning reprints as requested (9.4)
 Coordinate all administrative duties associated with student inductions including scheduling the induction, and putting together the Student Induction Pack (6.5)
 Schedule appointments for students to see the counsellor.
 Students report 98 % satisfaction rates with service levels in support
 All student enquiries are dealt with in a helpful manner
 Pastoral care information is available to students and is kept up to date
 Packs are ready in time for induction.
 Confidentiality is maintained at all times.

Key Accountability: Receptionist Duties & Customer Service
Key Activities:
Key Performance Indicator(s):
 Deal with all enquiries both in person and on the telephone in a polite and professional manner.
 Greet persons entering the campus in a polite and courteous manner at all times.
 Maintain the campuses premises and facilities, in particular the reception area, and ensure the campus is clean and tidy at all times.
 Provide day-to-day administration and office support functions for staff and students.
 Promote a professional image of the company at all times and be knowledgeable about the courses the campus provides.
 Taking and recording of all petty cash for printing, laminating, phone calls etc for the campus.
 Collate campus stationary requests and process stationary order through the online Staples system on a monthly basis.
 Mystery shopper results report high level of satisfaction with customer service levels provided.
 Students report 98 % satisfaction rates with customer service levels.
 Campus premises and facilities are kept clean and tidy.
 Maintenance, building and repair requests from staff are notified to the correct Manager on the same day.
 Internal and external communications are completed in a professional and timely manner.
 Administration support is provided in an efficient time frame as negotiated.
 Up to date authorized forms are used at all times.
 Accurate monthly reporting and reconciliation of petty cash.
 Stationary orders submitted by deadline.


Key Accountability: Professional Development
Key Activities:
Key Performance Indicator(s):
 Attend NZCC Professional Development Workshops.
 Be responsible for personal up-skilling to keep up with recent innovations and developments in industry.
 Professional development plans are identified and active involvement in professional development is reported annually.
Key Accountability: Meetings
Key Activities:
Key Performance Indicator(s):
 To attend regular meetings with colleagues to ensure total appropriateness of programmes for students.
 Active and contributing team member
 Attend and record minutes from staff meeting, as required
 Attendance at meetings is 95%
 Participation at meetings is active and professional
 Attendance at external meetings is undertaken as directed in a Professional manner
 Minutes contain accurate and relevant information, and are stored securely.
 Minutes are emailed to all attendees within 3 working days of the meeting talking place or as negotiated.


Key Accountability: Health and Safety
Key Activities:
Key Performance Indicator(s):
 Pro-actively promote and provide solutions to help improve and sustain company Health and Safety guidelines.
 Ensure H&S requirements are met whilst working in the field.
 Carry out Health and Safety responsibilities in accordance with NZCC’s Management Responsibility and Accountability for HSE as per the QMS
 No Health and Safety compliance Faults

Key Accountability: Other
Key Activities:
Key Performance Indicator(s):
 Assist in continuous development and implementation of the Quality Mgmt Systems (2.5).
 Set and maintain appropriate standards of dress and behaviour at all times.
 Complete and submit work assigned by deadlines as per instructions
 Demonstrate a commitment to continuous improvement of key performance areas through ongoing reflection and involvement in formal and informal self assessment processes
 Carry out other duties as reasonably and lawfully requested.
 Ensures compliance with the elements of the QMS related to your role.
 Appropriate standards of dress and behaviour are set and maintained.
 Agreed deadlines are met
 Delegated duties are completed in a timely manner

Formal Education and Training:
Essential: is the absolute minimum the job requires
Preferred: is the level desired, but for which extensive experience could be a substitute
 Diploma qualification in related field.

Personal Skill Specification:
 Experience in managing support systems in an educational institution
(Preferred but not essential)
 Experience in carrying out the full range of office systems
 Highly developed word processing skills including formatting range of different type of documents, using spreadsheets and databases
 Knowledge of StudyLink/WINZ processes
 Great communication skills (including phone skills)
 Accurate data entry skills
 Attention to detail
 Effective written and oral communication skills

Personal Qualities Required:
 Self Motivated and independent
 Punctual and Reliable
 Task/goal orientated
 Able to interact with various age groups and various cultures
 Trustworthy
 Well presented
 Professional
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