About the Role:
Based in Wellington, we are seeking an Accommodation Officer to join our team at ACG Pathways in a fixed term, part time role commencing as soon as possible and ending 30th September 2019.   

Duties include:
  • Providing a first rate homestay and accommodation placement service
  • Being responsible for the management of the accommodation database
  • Completing administrative tasks
  • Being included on an after-hours phone roster for one week per month 

Skills/Experience:
  • Excellent English language skills including both verbal and written communication
  • ICT knowledge, including excellent Microsoft Office Suite skills
  • Outstanding interpersonal skills with the ability to relate empathetically with students
  • A personal commitment to providing customers with a high quality, professional service
  • Excellent administration, prioritisation and time management skills
  • The ability to maintain attention to detail and a high level of accuracy
  • The ideal candidate will have lived in Wellington for at least 5 years

Company
ACG Education
Type
Part Time (0.375) from October 29th, 2018 until September 30th, 2019
Description
Title:                                        Accommodation Officer   
Location:                                 ACG Pathways Campus – Wellington       
Reporting to:                           Registrar
Functional Relationship:      
Head of Student Services and Support  , International Student Support Officer (Wellington), Accommodation Manager International Centre Staff, Marketing staff, Homestays, Students, Parents, Agents    
Position                                   Part-time   

MAIN PURPOSE   
Act as Host Families New Zealand Limited (HFNZL) contact point at Yoobee and VUW; to assist with Campbell students; to facilitate the flow of information and services between students, parents, agents, ACG Staff and HFNZL. To complete all accommodation services administrative tasks efficiently and in a timely manner to meet ACG responsibilities as a code of practice signatory   


To be responsible for the management of the accommodation database   

Excellent relationship management, and provision of service through assisting students, agents, and staff as required   

The role is responsible for:

·         Notify HFNZL of enquiries/requests for homestay placements;
·         Arrange airport transfers for Yoobee and VUW homestay students placed by HFNZL;
·         Act as first port of call for welfare support to international students in homestay placements during office hours;
·         Channel homestay welfare related matters to HFNZL for further action;
·         Update HFNZL’s spreadsheet with students’ details (if they require homestay);
·         Use the updated spreadsheet from HFNZL to update Phoenix for Yoobee and VUW students;
·         Act as VUW’s 24/7 emergency contact for international students in homestay placements;
·         Print Notification of Move forms from Phoenix when a student moves out from homestay and update student profile by moving the student out of the homestay;
·         Facilitate student refund payments and that payments are processed, accordingly;
·         Facilitate the Under 18 Assessments for students living with a DCG or Parent;

KEY TASKS and FUNCTIONS 
Accommodation Database

·         To maintain and ensure the accuracy of the Accommodation Database which records details of host families as supplied by HFNZL
·         To maintain a digital computer file system of homestay profiles, including images and detailed information of each family and to ensure that the information is current and accurate at all times.
·         To take the lead in uploading the homestay digital profiles into a web based format

Financial:
·         To be assist the Head of Student Services and Support and the ACG Student Fees Trust Officer by ensuring the student homestay billing is accurate
·         To provide accurate and timely information regarding accommodation payments, due dates, refunds, creditors and debtors to the Registrar who will forward to the Trust Accounts Office
·         To communicate with homestay families, apartment managers and property landlords on financial matters as required

Administrative:
·         To be fully conversant with the following duties and when required to assist the Accommodation Manager as required to undertake these duties: ·         To forward accommodation request forms to all students/parents/agents/schools and to file completed ones in each student file after having identified and confirmed a suitable accommodation arrangement.
·         To inform students/parents/agents/schools of accommodation arranged by e-mail, fax or mail and to file this information in each student file. ·         To keep current and accurate data of students in homestay and other accommodation arrangements both in student files and school.
·         To obtain and forward student arrival details to the service provider.
·         To inform parents/agents/schools immediately of any changes relating to homestay or accommodation arrangements of a student and to record any such changes in each student file and school database

Student Welfare:  
·         Assist the Accommodation Manager to provide orientation programmes on student accommodation and student welfare to new homestay students as directed by the Accommodation Manager.
·         Assist students with accommodation issues or any other matters relating to the services provided by ACG or their life in New Zealand as required and where appropriate escalate to the relevant service provider.
·         Inform and advise the Head: International Student Welfare to consider removing a student immediately from a homestay or accommodation situation if the safety or well-being of a student is in doubt or if it is affecting a student’s behaviour or academic performance.
·         Liaise closely with other key ACG staff members including; the Registrar, Marketing Staff, Principals, the Associate Principals, Deans, student welfare officers and other College staff, on student administrative, accommodation and welfare issues.
·         To work with the International Student Support Officer and work with her to manage the after-hours phone that applies to VUW students

Other Duties: 
These duties may occur as required by the Registrar

·         To provide parent services
·         To meet study tour groups at the airport and to provide orientation for such groups of students
·         To officiate at graduation ceremonies, study tour farewell parties and at any other functions as required
·         To represent ACG in an official capacity
·         Other duties as directed by the Registrar

Standards and Assistance 
ACG brands itself as a superior teaching institution. Therefore, as an employee of the Group, your personal standards in matters of professional conduct, dress, language and manners are required to be above average for support staff working in schools in New Zealand   

To require a high standard of conduct by students

To offer such support, guidance or pastoral care as may be appropriate

And to perform all other duties as may reasonably be required by the Registrar.

Requirements for the Successful Applicant
·         To have good communication and mediation skills
·         To be flexible, calm and cheerful under pressure
·         To be customer focused
·         Ability to speak Chinese could be an advantage
·         To have excellent administrative and computer skills and to accurately maintain electronic and paper based files
·         Will have an understanding of the Code of Practice for the Pastoral Care of International Students
·         Must enjoy working with young people who come from many nations and where English is their second language
·         Have prior experience working with students from age 13 to young adults in a secondary school or pre-tertiary environment
·         Must have a motor car and will have a Full Unrestricted Drivers Licence
·         To have the required skills to arrange the roster of staff who manage the afterhours mobile for emergency assistance
·         Must be able to participate in the same roster on a rotational basis
 
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