Receptionist/Administration Assistant/Quality Control Officer
Education Institute
Total years of experience :5 years, 5 Months
Key Responsibilities
• Receptionist duties including:
- Answering all incoming phone calls and transferring them to the correct person/department
- Taking phone messages
- Greeting students, clients and visitors and assisting/directing walk in enquiries to the correct person or department
- Accepting deliveries and organising couriers
- Sorting, distributing and posting incoming/outgoing mail
- Kitchen and stationary supply management
• Responding to online enquiries in a timely manner
• Data entering commencement and completion dates of student assessments into the student management system (Vettrak)
• Performing quality checks on all student assessments
• Determining eligibility and then issuing certificates of graduation or statements of attainment to students
• Archiving cancelled or completed student files
• Quality checking and preparing student files and compliance documents for Australian Government audits
• Creating error reports for the training department to ensure all errors were rectified in a timely manner
• Daily filing of student files and maintaining the filing systems for ease of use by other team members and departments
• Providing administrative support to management and other staff
• Assisting the compliance and training departments with formatting, proofreading and document/presentation creation when required
• Coordinate the maintenance of office equipment and trained staff on how to use existing and new equipment
Key Responsibilities
• Ensuring contracts were lodged with the Australian Federal Government within a strict timeframe
• Ensuring training contracts had the correct forms, supporting evidence and file notes accompanying them at lodgment, to pass scrutiny when audited by Australian Government auditors
• Ensuring all follow ups and missing information on files and contracts was obtained from students, employers, other apprenticeship centers, schools, government departments and field staff in time to meet government deadlines or, that adequate reasons for hold ups were recorded in the student management system (Job Ready Active)
• Meeting individual daily KPI processing targets as set by company management
• Ensuring sensitive information such as student addresses, bank account details, birth certificate copies and tax file numbers were handled and stored in accordance with privacy laws at all times
• Updating employer and student records in the Australian federal or state government database in accordance with strict guidelines and regulations
• Using government websites and databases such as DELTA, training.gov.au, aatinfo.com.au and TYIMS to search for required information in the lodgment process
• Processing cancellations of previous student placements through in-house and state/federal government databases
• Writing up student files and ensuring they were bar-coded, labeled and scanned into the correct area of the student filing system for easy retrieval by other teams
• Keeping the student management system up to date at all times
• Daily filing of student forms
• Preparing cancelled student files for archiving
• Handling walk in enquiries when reception was busy
Key Responsibilities
• Entering student records and large amounts of data into Microsoft Excel spreadsheets and Access databases
• Taking phone and email enquiries from students, employers, trainers, program managers and government departments
• Ensuring venues, program managers and trainers were scheduled and provided with training resources for new courses on time and with 100 percent accuracy
• Checking assessments were compliant with government regulations before data entry, filing or completion took place by junior administration staff
• Completing student records through the Victorian Government website ‘DELTA’ within set timeframes and with a very high level of accuracy
• Maintaining and taking responsibility for the safekeeping and maintenance of each student file from creation to archiving
• Organising catering for graduations
• Taking meeting minutes, writing up agenda’s, drafting business correspondence and continuously improving processes and procedures
• Assisting instructional designers in researching, writing and proofreading materials for accredited courses
• Scheduling review meetings for existing course material and taking minutes
• Performing additional tasks as required by a client manager or other senior management staff
Key Responsibilities:
• Setting up sales appointments with new and existing clients
• Canvassing newspapers, the internet and other sources for new clients/sales opportunities
• Meeting with clients to discuss advertising rates and campaigns
• Taking phone enquires about advertising rates and content
• Liaising with the production department to ensure adverts matched client expectations
• Maintaining client database
Certificate IV in Business Administration Units of Competency: Organise Meetings Write complex documents Implement workplace information systems Design and develop complex text documents Produce complex desktop publishing documents Monitor a safe workplace Promote innovation in a team environment Establish effective workplace relationships Promote team effectiveness Address customer needs
Units Completed: Global Citizens Australian Media Industries Communication and Thought Intro to Australian Politics Eve of Destruction Communication Theory and Practice Innovation International Politics: Australian Perspective Economics for Business News Writing: Print & Broadcast Media Relations Forces of Change in International Politics Editing for the Communications Professional The Writer and the Law Writing for the Web Politics & Security in East Asia Computer- Assisted Reporting News Rounds Production Workshop (Journalism) Researching Australian Journalism Digital Photojournalism Advanced News Reporting Industry Research Project (Journalism) Environment and Health
Finals: English English Language Mathematical Methods Physics History - Revolutions German
