Yoobee School of Design is a market leader in digital design, film, animation, game art and development and web design and UX education offering a range of programmes in digital technology with campuses in Auckland, Wellington and Christchurch
The Auckland Campus is seeking a permanent, full-time Receptionist/Administrator starting in March 2019. The successful applicant will be dynamic, highly efficient, innovative and friendly. 
To be successful in this role you'll need to have a positive approach towards students, and an ability to multi-task. Ideally all candidates will have a passion for digital design and some Office Admin experience. Knowledge of Word and Excel would be an advantage. A high standard of presentation is important. 
You'll be working in a warm, vibrant organisation, alongside a team of like-minded and dedicated individuals. If you've got a genuine interest in a customer facing role with room for development within the education sector, then we'd love to hear from you!

Yoobee School of Design
Full Time from March 18th, 2019
Title: Receptionist/Administrator  
Reporting to: Academic Administrator 
Location:  Yoobee Auckland 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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