Front Office Administrator

Overview
Job Title:
Front Office Administrator
Reports to:
Deputy Head of Griffith College Limerick
Location:
Griffith College Limerick, O'Connell Avenue
Job Type:
Permanent / Full-Time, subject to 6 months probation period
The Front Office Administrator is the first point of contact in the building for students, staff and visitors.
The successful applicant will ensure a warm welcome for everyone entering the building and transfer requests to other departments accordingly.
The Front Office Administrator will provide administrative support across all programmes delivered in the Limerick Campus.
Key Responsibilities
First Point of Contact
Greet and assist students, all visitors, and staff in a professional and welcoming manner, exemplifying Griffith College's core value of Friendliness.
Deliver a high level of professionalism at all times.
Identify and escalate any issues that may impact on student satisfaction.
Answer incoming calls, direct them appropriately, and take messages as needed.
Monitor and respond to general email and postal correspondence.
Administration Support
Issue letters for international students.
Assist the administration team with processing student applications.
Provide information & assistance related to programme enquiries, student queries.
Resolve students and staff with queries.
Deal with phone, email and direct clients enquiries in a timely manner.
Resolve routine queries or direct them to the appropriate department/personnel.
Provide administration support for key stakeholders operating in the building.
Maintain up-to-date knowledge of all programmes to offer accurate responses.
Ordering and Managing Supplies
Monitor stock levels of office supplies.
Place orders with approved suppliers and track deliveries.
Ensure cost-effective purchasing and maintain accurate records of orders & inventory.
Collect supplies and carry out other errands as and when required.
Room Bookings & Timetables
Monitor & manage all room booking requests to ensure suitable learning spaces are available for scheduled classes and events.
Collaborate with colleagues to finalise timetables.
Issue timetables to learners and ensure timely upload to Moodle prior to each intake.
Act as a point of contact for timetable-related queries.
Supplier & Financial Administration
Manage supplier invoices & purchase orders related to learner support, events, & services.
Ensure accurate documentation & processing of financial transactions.
Attendance Platform
Monitor & update the attendance platform to ensure all learner attendance is accurately recorded & reported for all programmes.
Graduation Ceremony
Coordinate preparations for the Graduation Ceremony.
Liaise with internal teams and external suppliers as needed to support the successful execution of the event.
Minimum Education / Experience Requirements
Excellent interpersonal and communication skills.
Good planning and organisation skills.
Strong attention to detail.
The ability to work on his/her own initiative and as part of a team.
Good IT skills.
Confidentiality and discretion to a high degree are expected.
Good knowledge of MS Office.
Must be legally entitled to work full time in Ireland for any employer.
Any other duties that fall within the employee's capabilities.
About Griffith College
Established in 1974, Griffith College is Ireland's largest private third level institution with locations in Dublin, Cork and Limerick.
The main campus is situated on seven acres within a mile of St. Stephen's Green on Dublin's South Circular Road.
Griffith College has national and international recognition for student success and offers internationally recognised postgraduate and undergraduate degree programmes, complemented by professional, short-term and corporate training solutions.
There are over 7,000 students studying at the College, which is a designated educational institute of QQI.
More information at griffith.ie.
Our Vision
To be recognised among the leading, innovative and socially enterprising of Ireland's universities.
Why work for Griffith College?
Competitive salary package.
Access to health cash plan for self and family through salary sacrifice
Bike to work scheme.
Opportunity for continued training, development and support.
Free parking facilities.
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Stunning historical premises.
Vibrant multidisciplinary and multicultural learning environment.
Innovative and agile place to work.
Welcoming environment committed to learner and staff development.
This job description is not to be regarded as exclusive or exhaustive.
It is intended as an outline of proposed areas of activity and will be amended in light of the changing environment within the Faculty and the College.
Griffith College is an equal opportunities employer.
Candidates must be eligible to work full-time for any employer in Ireland.
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