Job description

Job title and summary of the position;

Job title: Receptionist/recruitment assistant

Department: Marketing

Reporting: Recruitment officer

Dates: 7 January 2019 – 7 April 2019

Job summary

Receptionist/recruitment assistant, Afda Durban campus.

A receptionist/recruitment assistant reporting to recruitment officer, primary roles will be responsible for answering incoming calls, directing calls to appropriate staff, mail distribution and providing additional clerical support. The receptionist/recruitment assistant is the first point of contact for the entire organisation, which requires a positive attitude and polished, professional appearance. This position will multi-task a variety of front office activities and not limited to these, you will also assist with the execution of marketing strategy of a particular campus or portfolio of courses in order to reach student number targets. This includes the following Core Value Points (CVP’s):

1. Assist with strategy execution via programme and campus promotion
2. Assist with student recruitment by supporting the recruitment officer with material and/or confirming (but not booking) recruitment activity details. Assist with executing recruitment events on campus and workshops via schools, and help with securing and arranging of consultations and individual contact with the prospective student market to keep up with targets.
3. Assist with admissions administration via data capture, processing of and communication with enquiries with individual follow up and feedback systems, in order to keep up with targets
4. Assist with advertising and branding by ensuring campus material is well and neatly stored and assist with regular audits of stock to determine needs
5. Assist with communication and relationships through contact bookings

Role responsibilities and duties

As an extension of the core value points, the following duties are expected to be fulfilled: 

High priority:

• Welcoming on-site guests and prospective students, determine the nature of the business and direct guests/prospective students to the appropriate employee
• Answering incoming telephone calls, determining the purpose of callers, and transferring calls to appropriate employee or department
• Taking and emailing messages when appropriate personnel are unavailable
• Booking boardroom for employees
• Assist administrative aassistants with clerical duties to include copying, organising/maintaining files
• Ensure main voicemail reflects office closings and working hours.
• Answering questions about Afda and provide callers with address, directions and other information requested
• Receives, sorts and distributes mail to appropriate staff.
• Support administrative and campus events requirements, as assigned by the recruitment officer
• Assist with other duties as assigned

Medium priority:

• Executing continuous and quality calling (outgoing/follow-up) and speaking to (incoming) enquiries interested in Afda as per instruction and targets from the recruitment officer
• Assist with driving the student application process from enquiry to application, and the registration process from application to enrolment 
• Maintaining processes and preparing deliverable as instructed by recruitment Officer as per targets and/or deadlines
• If/when engaging with prospective students and related stakeholders (eg. parents) including via face-to-face, email and calls. Confident, consistent and professional communication is required to contribute to optimum conversion of students through experience of marketing staff 
• If/when required, assisting prospective students with the application process, booking and coordinating of consultations/ contact time with prospective students and related stakeholders
• Provide relevant and accurate documentation and information to prospective students and parents 
• Assist with preparing prospective students and related stakeholders for enrolment 
• Assist with proactively promote Afda’s image 
• Assist to ensuring accurate and timeous data-capturing, filing, record keeping and management 
• Ensure to have an appropriate staff member present at the reception in your absence
• Maintaining a professional appearance in dress, presentation and conduct in the workplace at all times

Accountabilities and authorities

• Proactively welcome and assist guests coming to the campus
• Assist with achieving short-term and long-term targets
• Achieving calling targets allocated to you
• Assist with communicating to the market as required to increase Open Day, Application Day and Holiday Workshop numbers year on year
• Assist to store material and manage stock numbers. Alert the recruitment officer if additional stock may be required well in advance

Requirements

Qualifications and skills and experience ie. capabilities

• Preferable to have a relevant diploma or certificate qualification in a relatable field to front office and administration
• Microsoft Office: Proficiency in Excel and PowerPoint
• Excellent typing skills
• Proven job diligence, dedication and attention to detail
• Customer service experience is highly beneficial
• Familiarity and working knowledge of general office machines (i.e. fax, copier, printers, etc.) required
• Demonstrate excellent written and verbal communication skills, including the ability to successfully communicate with stakeholders, prospective students, clients and other employees
• Good interpersonal skills

Posted on 11 Dec 13:43