Students studying at The Campbell Institute enjoy some of the best English language tuition in NZ and a home away from home, where they are made to feel comfortable, and teachers are approachable and patient.

The Campbell Institute is the largest and longest running English language school in Wellington and has a rapidly growing campus in Newmarket, Auckland. 

Our Auckland campus is looking for a motivated and organised people person to take up the permanent part time (30 – 32 hrs per week) role of Administration Support Officer.

Based in the open plan reception/administration area you will be communicating and interacting with current and potential teachers and students (for whom English is not their first language) on a daily basis.  Reporting to the Campus Director you will undertake a wide range of activities that support them and the running of the campus.  Responsibilities include such things as managing student information in the database, enrolment applications, student visa applications, financial administration, new student set-up and orientation, reception duties, handling enquiries about the school and conducting campus tours.

The successful candidate will have:
  • Previous administration experience;
  • Excellent verbal and written communication skills – especially in the context of supporting students who are learning to speak English;
  • Empathy and an understanding of the challenges our foreign students may be facing;
  • A warm, friendly and professional demeanour;
  • Outstanding organisational and time management skills;
  • Strong Word, Outlook and Excel skills;
  • Ability to multitask and prioritise daily workload; 
  •   An excellent eye for detail
If you are looking for an interesting and varied role that you can make your own, then please apply now.
Company
The Campbell Institute Limited
Type
Part Time (0.8) from October 29th, 2018
Description
POSITION DESCRIPTION  
POSITION:                         Administration Support Officer
REPORTS TO:                   Campus Director, Auckland
LOCATION:                        Auckland
DIRECT REPORTS:           Nil
HOURS:                              30 – 32 per week

JOB PURPOSE
To effectively provide services across a wide range of aspects of student support, including being the primary front office point of contact for students and undertaking a wide range of administrative tasks effectively, working with the Campus Director.

RELATIONSHIPS
Internal
·         Campus Director
·         Campus Director of Studies
·         Teaching Staff
·         Student Services Staff

External
·         Students, potential students and corporate clients
·         Potential teachers
·         Professional bodies/networks, including English NZ
·         Other education organisations both locally and globally
·         A range of service providers

KEY RESPONSIBILITIES
Data Entry and Administration
·         Accurately entering new student information into the system
·         Assisting with the accurate and timely processing of visa applications and insurance claim applications
·         Accurately entering enrolment applications into the system
·         Timely ordering of student IDs
·         Archiving Friday folders/checking students have paid
·         Writing the agenda for the Friday assembly
·         Preparing and issuing “confirmation of address” letters to students for bank accounts / IRD number applications
·         Setting up and checking stocks of “enquiry packs” for walk-in visitors
·         Checking and maintaining the stock of marketing materials and collateral
·         Filing and scanning to ACG Admissions / following up “student walk-in visitor” forms 

Public Trust Operations
·         Accurate and timely:
o    Creation of student Public Trust (PT) accounts
o    Allocation of payments to PT accounts (DAILY)
o    Administration of PT Acknowledgement forms
o    Administration of Transfers to Trust
o    Administration of refund requests 

Accounts and Finance
·         Undertake other financial administration as required
·         Banking / depositing of cash funds weekly

Assisting new students/Orientation
·         Setting up all new student folders
·         Setting up orientation folders
·         Assisting with the city tour for new students
·         Orientation presentation for new students
·         Collecting signed Terms and Conditions for new students
·         Taking photos of new students
·         Helping new students set up IT passwords and Wi-Fi 

General Office duties
·         Such as assisting with organising small farewells or other functions for staff
·         Undertake other reasonable activities as requested in an enthusiastic and professional manner
·         helping to maintain a clean and tidy environment within the school

Reception duties
·         Provide a warm, friendly and professional greeting to all students and visitors on entry
·         Answering reception phone in a warm, friendly and professional manner, answering general enquiries and/or transferring calls and taking messages
·         Assistance with student phone top up (possibly part of orientation) Keeping the reception area and desk presentable and organised  

Academic administration
·         Sending copies of first day interviews to agents
·         Sending exit test results to agents
·         Assisting with placement test administration as required
·         Printing certificates
·         Monitoring attendance AM/PM (checking weekly student attendance rates below 90% and following up / drafting attendance warning letters and passing to Management team for signing off and issuing)
·         Following up with absent students (phoning to homestay / student)
·         Scheduling First Week Reviews and giving invitations to students
·         Ordering stationery and photocopier paper, maintaining levels so as to avoid disruption to staff and students
·         Maintaining student timetable handouts
·         Maintaining stocks of testing materials (entry/exit)
·         Ordering print cards for new staff and teachers / logging and booking IT induction for new staff
·         Trial lesson bookings (administering online test and scheduling trial class as per results / liaising with teacher / following up with the student afterward / school tour and answering questions)

General Student Support
·         Arranging tours of ACG campuses for pathway students (vocational and schools) / following up after the tour and updating Excel spreadsheet ·         Internal test bookings for pathway students / following up for results
·         Liaising with external activities provider, Auckland Adventures, for weekend trips and bookings
·         Assisting Activities Coordinator with student information (confirming which students are under 18 and need permission slips signed off)
·         Scheduling Homestay Orientation and giving invitations to students
·         General student support / assisting students with general enquiries including bank accounts / IRD numbers / 18+ Card applications 

Health & Safety
Under the Health & Safety at Work Act you are responsible for ensuring that:
·         You take reasonable care of your own health and safety while at work;
·         You take reasonable care that what you do or don’t do does not adversely affect the health and safety of other people;
·         You cooperate with any reasonable workplace health and safety policy or procedure that the company has; and
·         You comply with any reasonable instructions given by the company.

PERSON SPECIFICATION
Experience
·       At least 1 years’ experience in an administrative role
·       At least 1 years’ experience in a customer service/customer facing role
·       Experience with internal students or multi-cultural environments highly preferable

Skills/Knowledge
·       Highly developed communication and English language skills – written and oral
·       Excellent organisational skills
·       Excellent skills in Microsoft Office
·       Ability to work collaboratively as part of the team
·       Ability to work independently, to organise own work programme, prioritise tasks and effectively manage time

Qualifications
·       No specific qualifications required  

Personal Attributes
·       Friendly and approachable manner
·       Empathetic to the needs of international students who are adjusting to living, studying and working in New Zealand
·       Effective communicator
·       Reliable
·       Adaptable
·       Happy to pitch in and support as a member of a small team
·       Has a natural eye for detail and works with high accuracy
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