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!

Company
Yoobee School of Design
Type
Full Time from March 18th, 2019
Description
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: 
Reception: 
• 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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