Position Overview
Applications are invited for the position of Administration Assistant in the School of Aviation, College of Business at the Manawatu Campus, Palmerston North. The School of Aviation offers undergraduate and postgraduate programmes, to both local and international students.
The successful candidate will provide administrative, secretarial and reception services for the School of Aviation academic and general staff. It is expected that the incumbent will be motivated, a team player, a good communicator, and capable of independent thinking.
Applicants must have at least 3-5 years of work experience in a role that involves office administration, secretarial and reception activities with a reputed organisation, a secretarial qualification, and intermediate or advanced level skills in MS Word and Excel. Experience with a tertiary organisation will be an advantage (preference will be given to candidates with Massey University experience).
Job description
Purpose statement
To provide administrative, secretarial services and receptionist duties for the School of Aviation academic staff.
Responsible to
Manager Business Development & International Programmes.
Key accountabilities
- Carrying out all reception duties
- Providing advice to prospective and current students on programmes and regulatory requirements, which may include referral to other staff in the department.
- Providing administrative support to the academic and other general staff as required.
- Ensuring scripts are distributed to the appropriate areas.
- Providing assistance to paper co-ordinators on examination issues.
- Liaison with extramural paper co-ordinators and students.
- Processing extramural and internal assignments.
- Sending out Study Guides as required.
- Dispatching prospectus/information packs to prospective students.
- Receiving cash from students and others and recording receipt and depositing with Cashier.
- Supporting the Manager Business Development & International Programmes.
- Conducting selection schedules for the ATP programme under the supervision of the Manager Business Development & International Programmes.
- Providing assistance and support for the ATP Orientation and ‘Wings’ programmes
- Processing and maintaining records for all Accounts Payable invoices and handling related queries.
- Following up on expense claims as required.
- Initiating Accounts Receivable invoices as required.
- Coordinating with other departments in the University as needed
- Providing administrative and secretarial support general and administrative staff of the School, and also for any projects undertaken by the School, as required.
- Undertaking other appropriate duties as directed by CEO.
Person specification
Qualifications
High School qualification
Secretarial qualification, preferably to a diploma level
Intermediate / Advanced proficiency in MS Word, MS Exel, and MS Outlook
Keyboard proficiency to an intermediate level
Experience
Administrative and secretarial experience of 3-5 years with a reputed organization
Experience in office administration
Experience with students in a tertiary institution will be preferred
(Massey University experience preferred)
Skills, Knowledge, Abilities, Personal Attributes, Behaviours, Competencies
Strong interpersonal skills and the ability to relate well to a wide range of people.
Dedication to accuracy and detail and commitment to excellence.
Ability to act independently and use initiative.
A willingness and ability to contribute effectively to a team effort.
The ability to organise methodically and meet multiple deadlines.
The ability to communicate effectively both verbally and in writing.
Additional Pre-employment Checks
- Requirement to pass a Criminal and Traffic Convictions (Security) Check performed by the Ministry of Justice
- Requirement to pass a Credit History Check performed by Veda Advantage Personal Information Services. In addition, there is a requirement to pass a ‘No Asset Procedure (NAP)’ Credit History Check preformed through the Insolvency and Trustee Service, Ministry of Economic Development
Please Note: Applications for this position will only be accepted from those with New Zealand residency or a valid work permit.
If you are unable to make an electronic application, download Massey University’s Application for Employment form for this position in RTF format. This form must be fully completed and accompanied by your curriculum vitae and a covering letter. Completed forms should be forwarded to the address below before the published closing date for applications.
HR Services
Massey University
Private Bag 11-222
Palmerston North
New Zealand
Email: Recruitment@massey.ac.nz
Phone: +64 6 356 9099 ext. 5299
| Salary: | $30,581 - $45,302 pa |
| Location: | Palmerston North |
| Position No: | G040-13SF |
| Work Type: | Permanent |
| Grade: | Grade C |
| Closing Date: | 8 March 2013 |
