Administrative Assistant

Summary about this job

Detail information about job Administrative Assistant. Terms and conditions vacancy

IDP Education Limited is an ASX listed company that is 50% owned by 38 Australian universities and headquartered in Melbourne, Australia.  IDP’s core business lines include student placement to Australia, US, UK, Canada and New Zealand institutions, English-language testing and training. 

We are setting out to be the world's leading platform and connected international student community through building tons of new products to put our customers at the heart of everything we do.

For over 45 years our global network of 93 offices has been helping students to achieve their goals through studying abroad. By pursuing a global education at the beginning of their careers, we help them experience life-changing opportunities.  For more than 2,000 employees in more than 50 countries, IDP Education is a specialist employer of choice in major cities across the globe. 

If you share our passion in helping people to pursue their dreams through education and thrive in an innovative agile digital culture then come and join us as we undergo our digital revolution.

POSITION PURPOSE

Assist in maintaining effective office administrative duties to ensure the smooth running of the office as well as providing exceptional customer service to international students and IELTS test takers. This role will also provide operation support to Education Counsellors and back office team.

RESPONSIBILITIES 

• Meet and greet all customers
• Direct students to complete online walk-in registration form prior to directing them to counsellors
• Manage CRM walk-in registration queue and allocate counsellors according to office guidelines
• Assign and allocate enquiries received through CRM to respective counsellors
• Answer all incoming calls from the main number and redirect as required
• Vetting of the generic email account, allocate to staff and network offices
• IDP IELTS testing services are promoted to all walk-in students as a part of the standard placement services
• Attend IDP IELTS test enquiries and assist test bookings where required
• Screen IELTS customers and Student Service customers to identify opportunities for cross servicing and action applicable cases to increase uptake of both services
• Experience in international student placement through being an international student (this requirement can be adjusted for the right candidate)
• Ability to identify opportunities for process development and improvement
• Exceptional written and verbal communication skills, including the ability to liaise with a diverse range of stakeholders, external vendors/consultants and the ability to relate both technical and non-technical individuals
• Demonstrated ability to be resourceful
• Demonstrated ability to understand complex scenarios
• Understanding of implications of change
• Sound knowledge of business operations
• Problem solving and negotiation skills
• Strong solutions orientation in regard to front office processes
• Prepared to be coached, with the flexibility to learn business processes
• Strong facilitation skills
• Strong interpersonal skills
• Understanding of Agile Delivery
• Business analyst experience
• Experience using JIRA or similar Agile development software applications
• Experience in Operations and operational systems
• Provide accurate and efficient administrative support to all staff
• Check that office equipment such as printer and photocopier are stocked with paper and are in proper working order
• Report faulty building services
• Data entry into CRM
• Collection and distribution of incoming and outgoing mail
• Maintain stationery room and stock
• Organise for collection and delivery of equipment from Corporate office or suppliers
• Administrative and logistic tasks as required
• Prepare payment vouchers for creditors
• Send mail to post office & purchase mailing stationery
• Arrange courier pickups, deliveries and distribute mail
• Maintain updated copies of procedures manual, forms & templates
• Maintain front office & notice boards for current information and ensure no inappropriate material is posted
• Purchase of all office stationery
• Maintenance of service centre
• Ensure reception area, pantry and washing up areas are always clean & tidy 
• Purchase of staff amenities
• Ordering of morning tea or catering when required
• Responsible for office petty cash
• Collection of newspapers
• Cut and keep published advertisement  
• Archive closed and finalised students file
• Shred closed students file
• Provide information and advice to prospective students
• Submit applications to institutions, obtain offers and facilitate enrolments
• Follow up leads and contacts to maximise the number of applications submitted and finalise enrolments with IDP
• Provide support to IDP network students
• Assist students with on-arrival issues and/or on-shore IDP services
• Be a team player and actively contribute to team projects/ activities.
• Assist in mail outs of material to clients
• Data entry of student application

WHAT WE'RE LOOKING FOR

• Minimum 2 years of receptionist/ administration experience and/ or administration certificate
• Working on a CRM platform
• Strong organisation and prioritisation skills
• Demonstrated customer service skills
• Experience with Microsoft packages (Word, Excel and Outlook)
• Good Interpersonal skills
• Excellent written and verbal communications skills
• Ability to meet deadlines and prioritise
• Ability to multi-task
• Ability to work effectively both in a team environment and independently
• Ability to solve problems arising from non-standard issues

WORKING AT IDP

IDP Education’s ongoing success comes from our highly committed and caring employees around the globe.  We encourage teamwork in order to leverage our people's diverse talents and expertise through effective collaboration and cooperation throughout our business.
We strive to provide a working environment where people are encouraged to excel, be creative and seek new ways to solve problems, take initiative, generate opportunities and be accountable for their actions.

We believe in developing dynamic, inclusive work places that encourage and celebrate cultural differences and views, and provide opportunities for personal, professional and career development all around the world.  We respect diversity in our people: their ideas, work styles and perspectives as well as offering flexibility to ensure employees enjoy a satisfying balance of work and personal life.