Primary Purpose: Initial contact person for all incoming calls and visitors, coordinator of campus visits and general support to other members of the admissions team.
Reports to: Director of Admissions
Employee Status: Full-time
Coordination of all daily campus visits and special visit days.
Provide admission team data entry support in processing of applications and other supporting credentials for applicant admission review.
Provide support for all admissions mailings, both regular and bulk.
Support in maintaining all printed inventory (envelopes, letterhead, brochures, etc.).
Participation in all special visit days, registration, and orientation activities as assigned.
Coordination of all Admission efforts to fulfill the strategic plan of NYA.
Completion of reports as assigned by the Principal.
Provide hospitality to visitors, handling phone requests, referring students to appropriate class resources, and handling financial transaction operations.
Coordination of daily campus visits and special visit days.
Processing of mailing operations and general support to other members of the admissions team.
Assist in maintaining all office supplies and promotional materials.
Uphold the mission of NYA
Other duties as assigned by the Principal.
Proficiency in MS Office
Experience with computer
Ability to communicate effectively with diverse populations verbally and in writing
Experience and Education:
High School Diploma is required, some higher education is preferred.
Subject to a criminal background check prior to employment
PURPOSE OF THE POST
To assist with the smooth-running of the office
To provide full administrative support to the administration team and teaching staff as required
To manage “front desk” area – greet all visitors and make them feel welcome.
To arrange internal meetings
To assist with school performances and special events
To project a professional image of the school at all times
KEY WORKING RELATIONSHIPS OUTSIDE THE SCHOOL
All daily visitors – prospective students and parents, contractors,vendors, delivery drivers etc.
KEY WORKING RELATIONSHIPS WITHIN THE SCHOOL
Admissions Team, Registry & Student Support
General office administration and Front Desk duties
Meet and greet all visitors to the School
Answer and direct all incoming phone calls
Carry out general admin duties e.g. writing letters
Maintain the general email accounts (info@ and admin@), responding to queries / directing enquiries as required
Assist in the upkeep of contact records, including student, staff and trustee contact information
Create mailing labels as required
Order stationary, first-aid equipment and bulk orders
Maintaining a clean, tidy and orderly admin office
Day to Day running of the School
Help maintain general order in the school e.g. clearing lost property and tidying notice board
Assist with management of building
Manage the electronic noticeboard, updating as required
Assist with upkeep of Virtual Learning Environment
Assist with organising meeting rooms (booking space, arranging furniture etc.).
Organise refreshments for meetings, including ordering food and making tea and coffee
Assist with the preparation and circulation of meeting papers
Write minutes for fortnightly staff meetings, monthly admin meetings, termly student staff meetings and other meetings as required.
Manage booking keeping if any.
Maintain hire documentation
Create invoices and liaise with Finance Department regarding payments
Coordinate necessary security protocol
Marketing & Events
Assist with the management of guest lists for school performances and special events, both at the School and at external venues
Assist with distribution of invites through via email
Organise refreshments and assist with any other preparations such as signage, furniture etc.
Assist with the coordination of internal photo-shoots
Format and send termly report to the RM
Process credit card reconciliation
Process online payments for classes
Filter and respond to enquiries from parents
Prepare relevant paperwork, such as registers, where required.
Process Disclosure & Barring Service (DBS) checks
Issue ID passes for staff, students and contractors
Create student rehearsal timetable
Arrange travel and accommodation for national and international trips
Manage vending machine stock and replenishing the machine as required.
Housekeeping – checking with HK Supervisors on stock and directing them for clean up.
General administrative support for the administration team and teachers, as required
Undertake other duties commensurate with the level of this position
Essential Skills & Experience:
Educated to Graduate level
Minimum of one year of administrative experience
Excellent working knowledge including MS Office (Word, Excel, Outlook)
Excellent interpersonal, oral and written communication skills
Ability to work independently and as part of a small office team
Ability to establish good working relations at all levels of the School – with students, teachers, senior management, Board of Directors, Dept. Heads etc.
A pleasant manner with visitors
Good organisation skills, ability to multi-task, prioritise effectively and work to tight deadlines
Understanding of equal opportunities
The above serves as a guide and is not exhaustive; all professional staff are expected to undertake other duties and projects as may be reasonably required by the Principal in accordance with the post. You will be working as part of a small, friendly, administrative team and may be asked to provide extra support within the office during busy periods, working together in a mutually supportive way towards shared priorities.