Admin Assistant

POSITION OBJECTIVES

ORGANISATIONAL RELATIONSHIP:

• The Receptionist is accountable to the Leadership group which consists of the coordinator and two teachers

• Receptionists must work collaboratively and transparently within their role, ensuring to share and discuss with those around them.

• Have clear responsibilities and a shared idea of what is needed when delivering on their responsibilities
• Willingly take on tasks as required
• Report progress
• Express difficulties
• Discuss changes to conditions or circumstances
• Actively foster an environment of trust and inclusion

VALUES AND BEHAVIOURS:

RESPONSIBILITIES AND DUTIES:

GENERAL RESPONSIBILITIES

• Operate within the requirements of the service’s policies and procedures, as well as funding and regulatory requirements.
• Respect the confidentiality of information relating to parents and children and comply with the service’s privacy policy
• Attend special kindergarten social events and foster a positive relationship

SPECIFIC RESPONSIBILITIES

• Exhibit warm, friendly and professional communication via phone, e-mail, and mail
• Distributes incoming emails to the Coordinator & teachers
• Supporting the team by assisting with scheduling, ordering materials and food ordering
• Respond in a positive and caring way to families enquiries and their needs, advancing complex inquiries to the teachers and/or coordinator
• Act as the first point of contact for billing and administrative enquiries
• Redirect queries regarding child development, education and pedagogy, to the child’s teacher and Coordinator where necessary
• Prepare room contact lists for each program and emergency contact list for teachers
• In the event of complaints, delegate to coordinator using the complaint procedure as outlined in the parent handbook
• Maintain confidentiality on all issues relating to children and families, and comply with the service’s privacy policy.
• Maintain regular contact with class carers, ensuring they are supported to create community within their rooms
• Assist parent volunteers with fundraising as required
• Manage parents accounts and monitor ongoing payments with follow up as required

• Prioritise tasks, focusing on managing phone, email, and walk-in queries and ensuring messages and information is disseminated

• Perform general administrative tasks in an accurate, reliable, and honest manner
• Maintain bookings
• Research grants and coordinate applications
• Post and collect mail
• Accept deliveries, including food deliveries and ensure appropriate food health and safety documentation is completed and updated accordingly
• Have knowledge of Xplor software
• Ensure all children attending the Kindergarten are signed in and out every day to ensure accurate daily attendances, and consequently access to the Child Care Subsidy.

• Welcome enquiries from prospective parents, send/email information packs and maintain the waitlist.
• Create opportunities to engage families on the waitlist, and create community to make starting formally at kinder a seamless experience.
• In collaboration with the leadership group, update information material as required.
• Issue offer letters and process documentation.
• Collaborate with Teachers to form the class list/room allocations.
• Assist with marketing and arrange the printing advertising of marketing material.

• Liaise with registered training organisations and individual students on placement requirements and dates.
• Create an annual student placement planner across Dragonfly and Kingfisher rooms.
• Conduct student inductions reflecting our philosophy and expectations of what it means to be a part of a Steiner kindergarten and their presence within the kindergarten rooms.

• Oversee accounts payable via the external bookkeeper
• Log and keep track of accounts receivable and prepare a weekly report and update to Coordinator
• Produce parent financial accounts, and routinely check parent accounts are up to date.
• Issue late fee invoices if a child is collected late and if fees are paid in arrears.
• Ensure parent accounts reflect the CCS portion of the daily kindergarten fee.
• Reconcile bank accounts.
• Maintain petty cash.

SELECTION CRITERIA

EXPERIENCE

• Experience in or knowledge of an Educational setting
• Receptionist/front of house experience/customer service
• Some experience in accounts receivable and basic bookkeeping (e.g. reconciling bank statements)
• Experience using Xplor software and an interest in further leveraging its capabilities to create efficiencies and reduce manual/time-consuming processes is highly desirable

SKILLS, KNOWLEDGE AND ABILITIES

• Have a warm and friendly manner
• Strong written and verbal communication skills
• Work collaboratively with others across the kinder
• Communicate effectively i.e. be effective in different communication settings, attentively listen to others, provide timely and helpful information to others
• Able to adapt approach and demeanour to match the demands of different situations.
• Be able to rebound from setbacks and adversity when facing difficult situations.

QUALIFICATIONS/CERTIFICATES

• Holds a current Working with Children Check assessment, which demonstrates suitability for employment in a children’s service
• National Police Check
• Have a current Level Two First Aid Certificate (including Asthma and Anaphylaxis training)