Receptionist/Administration Assistant

RECEPTIONIST/ADMINISTRATION ASSISTANT
JOB DESCRIPTION
(Part time – Perth)
Title: Receptionist/Administration Assistant, ILSC & Greystone College Perth (Part-time)
Start date: Immediately
Report to: Student Services Manager, Perth
This outline is not intended to be an exhaustive list of the duties you may be required to perform. Rather, it indicates the kinds of duties that fall within the scope of the position.
In addition to your duties and responsibilities outlined in the position description, you may also be required to carry out other duties reasonably required by us that you are skilled in and capable of performing. We may alter your position, position description, responsibilities, reporting lines or location in accordance with the needs of the business without providing additional remuneration.
Section I
DUTIES & RESPONSIBILITIES:
RESPONSIBLE FOR:
Reception duties:

Greeting students, agents and visitors in a warm, friendly and professional manner
Answering the phone, transferring calls and taking messages
Helping students, agents and visitors with questions and leading them to the correct staff and department
Preparing new student orientation and intake documents
Supporting local teams with the weekly orientation process for new students (including pre-arrival checks and communication, Day 1 Orientation, and late-comer follow-up)
Managing textbook inventory and distribution
Updating the school's academic management system (Odyssey), learner management system (MOODLE) as well as other databases (PRISMS)
Helping students with login issues to the myILSC App
Preparing graduation certificates and letters of completion
Purchasing OSHC (student health insurance) and ensuring students receive their insurance cards
Ordering and managing stationary and school supplies
Making coffee and snack runs for guests and staff drinks
Coordinating with cleaners the quality of cleanliness of the campus, making sure that premises are kept clean and in good conditions all the time
Attending general staff meetings and training sessions as needed

Administration duties:

Managing student placements in the SMS and LMS within operational constraints
Programming Odyssey (SMS) across all campuses with session programs, courses, and classes
Ensuring standardised coding for all classes (in agreement with all campuses and IT requirements)
Liaising with the Local and National Academic Teams for consultation on specific cases
Generating and distributing weekly student intake reports with starters/returners
Ensuring all relevant student information is accurately stored in the system (e.g. intake tests (PROLAs)/assessment levels, enrolment documentation, special notes)
Actioning student requests sent through e-Services or redirecting to appropriate teams
Supporting the National Compliance and National Academic Teams on Attendance Report, Progress Report, Warning Letters, and ITRs processes
Issuing Academic Enrolment Letters as requested
Understanding key regulatory compliance requirements, including: ESOS Act, National Code 2018, ELICOS Standards 2018, NEAS
Assisting the Local and National Academic Teams with other assigned tasks
Other related duties or projects as determined by the National Director

Other duties:

Supporting on-campus marketing initiatives by conducting school tours of prospective students
Helping with campus promotional events and providing school information to agents and visitors

Section II
JOB SPECIFICATION:
Level of Education Required:

Certificate and/or Diploma in business administration, marketing, customer service and other relevant business fields

Specialized Skills:

Effective and clear written and oral communication in English
Excellent working knowledge of computer systems
Proven skills in customer-service

Skills:

Able to respond appropriately and promptly to a variety of inquiries from current and prospective students, agents and sales teams
Able to find information and work collaboratively with other departments
Able to be flexible
Able to negotiate and problem-solve
Able to communicate effectively, both orally and in writing
Able to manage time and systems
Able to plan, organize, set priorities
Patient, empathetic and approachable
Reliable, honest and trustworthy
Able to maintain composure and professional behavior at all times, especially while under pressure
Able to engage effectively and respectfully with peers and superiors

Work Experience Required:

Minimum 2 to 5 years' experience in customer service
Full work rights for Australia required. Even though it is a part-time position, applicants must have the right to work full-time in Australia.

Other:

Valid Working With Children Check (WWCC)

Section III:
Work hours: 20 hours per week, Monday to Friday, between 8am and 7pm.
The role requires variable working hours on campus, primarily late shifts, and working remotely is not possible.
About ILSC
A world leader in language education & vocational training, ILSC Education Group, which opened its first language school in Vancouver, Canada in 1991 and Greystone College in 2002, offers life-changing educational experiences in Canada, Australia, and India, some of the world's most attractive and popular English-speaking work and study destinations. Since opening its first school in Vancouver, BC, Canada, ILSC has become a world leader in language and career training and has grown to include 8 incredible locations around the world, in Vancouver, Toronto and Montréal, Canada; New Delhi, India; and Brisbane, Sydney, Melbourne, Adelaide and Perth, Australia.
In early 2022, ILSC Education Group joined forces with ELS Education Services, bringing together over 100 years of combined experience delivering life-changing learning experiences to international students. Since 1961, when ELS Educational Services opened its first school in Washington DC, ELS has developed a global reputation for delivering top-quality English language programs. ELS now has the most extensive network of on-campus English language programs and University partners, across the USA.
Our mission is to provide our global community with transformative learning, living and work experiences by offering the finest language, career and higher education programs.
Our Core Values:

PASSION: To enrich & transform people's lives
INNOVATION: To evolve through creativity & diversity
RESPECT: To treat everyone with compassion & dignity
COLLABORATION: To build community & achieve more together
INTEGRITY: To act responsibly & ethically in everything we do

In accordance with ILSC's Accessibility Policy, ILSC is committed to providing a barrier-free environment.

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