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Office Administrator

3 weeks ago

Mount Maunganui, New Zealand Avetta, LLC Full time

SUMMARY

The Office Administrator role plays a vital part in the _administration_ _and smooth-running of iskills _day to day business activities._ Having the ability to multitask with ease and communicate internally and externally is essential.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

- Learner enrolments and assessment programmes in Wisenet
- Processing of assessments, NZQA results processing, records management and reporting in the Trainee Management System - Wisenet.
- Preparing training resources and supporting trainers/ assessors to ensure programmes are organised.
- Assist with organising travel for trainers.
- Using the iskills Outlook calendar to coordinate meetings and appointments
- Ensuring all stationery stock levels are sufficient for business needs
- Creating and maintaining the iskills filing and archiving system (electronic and hardcopy)
- Meeting and greeting any incoming visitors
- Ensuring the office environment is clean, tidy and secure and maintaining the kitchen, including supplies and equipment.
- Arrange building and ground maintenance as required
- Completing meeting administration e. meeting minutes
- Operating the telephone system
- Managing all incoming and outgoing mail and courier packages
- Maintain the iskills website (including social media), keep flyers up to date, coordinate the quarterly newsletter in terms of quality of information, formatting and timeliness
- Posting training events on Facebook, targeted marketing campaigns using mail chimp
- Assist with Fleet Management, including checking vehicles are road-worthy and liaison with the lease company
- Organise and maintain the Equipment Register
- Ensure designated trainees are registered with NZQA in a timely manner
- Ensure all trainee documentation is completed to the required standard, scanned and saved electronically to file
- Actively contribute to quality improvement initiatives/actions
- Other functions as determined by business requirements

MINIMUM SKILLSET:
ESSENTIAL:

- Advanced word processing, spread sheeting and data entry skills using Microsoft Office suite
- Advanced knowledge of Microsoft Outlook
- Excellent spelling and grammar
- Calculation skills
- High level of customer service
- Knowledge of office methods, systems and office equipment
- Awareness of cultural differences
- Excellent oral and written communication skills
- Problem-solving and time management skills
- The ability to prioritise tasks
- Ability to multitask essential

DESIRABLE:

- Awareness of health and safety in the workplace
- Knowledge of MYOB accounting
- Experience and knowledge of utilising social media in a corporate environment i.e. - Facebook, Twitter, website, blogs, LinkedIn etc.

PERSONAL QUALITIES:

- Friendly, confident and outgoing
- Initiative
- A positive attitude at work
- Responsible and honest
- Be calm, especially when under pressure
- Desire and commitment to continually up-skill
- High level of personal presentation
- The ability to work under pressure and meet deadlines
- The ability to maintain confidentiality
- A strong focus on adding value to the organisation
- Attention to detail
- Flexible and able to adapt to change

METRICS THAT MATTER:

- High quality outputs (accuracy and efficiency) in all aspects of work
- Compliance with the iskills quality management system
- Improved systems, processes and general operation of the organisation
- Evidence of relevant up skilling and personal development

EDUCATION, TRAINING AND EXPERIENCE:

- A recognised business, business administration and/or computing qualification or 2-3 years' experience in similar role
- Full (clean) NZ car drivers' licence.