RECEPTIONIST/ADMINISTRATIVE OFFICER – Women at Work 676 views

JOB SUMMARY

Reporting to the General Manager of Women@ Work, the Receptionist/ Administrative Officer is primarily responsible for:

reception duties related to receiving calls and e-mails and sharing relevant information as required,
all administrative activities related to student admissions, examinations, registration, and graduation,
cash handling of payments and donations received and documenting and submitting these according to the established petty cash and banking procedures of Women at Work,
providing student support in gaining employment related to CV and interview preparation, canvassing for opportunities and matching suitable candidates to positions as required, and
marketing activities on social media to ensure active and up-to-date sharing of relevant information.

Key Performance Indicators (KPIs)

Reception and student registration
Attend to all incoming and outgoing mails and telephone calls, ensuring timely and accurate sharing of information.
Share course and training information as requested and capture details of enquiries on call log for future reference.
Facilitate student registration including application form completion, receipt of payments, explaining course details and confirming training dates and venues.
Keep up-to-date with all student requirements and ensure that the Trainer and General Manager are aware of the status of registrations, placements etc. as these as necessary.
File all office correspondence as required.
Maintain the stationery register and submit order requests to General Manager when required.
Employment support and alumni administration
Administer and coordinate all activities related to admissions, examinations, registration and graduation.
Assist the students with CV/ Personal Profile preparation and interview preparation towards securing paid employment.
Keep a list of employers who are prepared to take students for their practical work.
Keep an alumni data base of all students who were trained and graduated from Women at Work.
Maintain and update alumni groups on relevant social media platforms (Facebook or WhatsApp) for continued contact and sharing of information.
Actively canvass for work opportunities for new trainees, contacting relevant stakeholders and sending candidate profiles where relevant.
Respond to employment needs by matching a shortlist of individuals to suitable paid jobs according to an established process of personal profiling.
Provide emotional support and guidance to students to encourage them to pursue and find new opportunities on completion of training.
Cash handling
Receive payment from students and record the details on the registration form as required.
Maintain a list of payments received and outstanding for every active training course and share this with GM on weekly basis.
Follow up on outstanding payments from students before training commences, capture all evidence of correspondence and share with GM on weekly basis.
Receive and record any other cash payments such as donations or sales of goods and record according to procedure.
Complete bank slip and submit to GM for weekly bank deposits.
Organise and track daily petty cash expenses and ensure that all invoices and payment slips are correctly captured and filed.
Prepare monthly registration fees and petty cash registers and submit to GM.
Marketing activities on Social Media
Meet with GM on a regular basis to discuss the marketing and stakeholder engagement plan.
Complete marketing activities on social media as indicated by the marketing plan.
Continually monitor activity on social media and share information or respond as required, liaising with GM as and when required.
Post updates and details of events regularly and timeously to ensure information is always up to date.
Create marketing material in the form of posts, pamphlets or presentations as required.
Provide general support to the GM in all marketing activities to ensure implementation of the plan and maintain consistent presence in the market.

Core Competencies
Dealing with People/Students and motivating them
Communication/Developing relationships.
Planning and implementing and meeting deadlines
Working with information (Collecting information and record data base correctly)
Coping with pressure and setbacks
Achieving personal work goals and objectives

Skills

Attention to detail.
Time-Management skills and deadline-orientated
Strong organisation, project management and problem-solving skills with impeccable multi-tasking ability
Exceptional interpersonal skills
Friendly and professional with strong communication skills

Experience and Qualification

Grade 12
Diploma in Business Administration/PA Diploma or Certificate will be an advantage.
2-3 years’ experience in related field: Prior experience working with students necessary; some management or administrative experience valuable.
Familiar with Microsoft (Word, Excel, Presentation and Office Outlook etc)
Prior experience working with young adults from different cultures/ethics backgrounds a definite asset.
Experience in web development-related field and social media tools