Receptionist/Administration Assistant, ILSC & Greystone College Brisbane
Role: Receptionist/Administration Assistant, ILSC & Greystone College Brisbane
Start Date: Immediate
Reports to: Student Services Manager, Brisbane
Job Duties:
The duties of this position include, but are not limited to:
Reception duties:
- Greeting students, agents and visitors in a warm, friendly and professional manner
- Helping students with login issues to the myILSC or myGreystone App
- Answering the phone, transferring calls and taking messages
- Helping students, agents and visitors with questions and leading them to the correct staff and department
- Supporting local teams with the weekly orientation process for new students (including pre-arrival checks and communication, Day 1 Orientation, and late-comer follow-up)
- Supporting local teams with purchase requests
- Updating the school’s academic management system (Odyssey), learner management system (MOODLE), as well as other databases (PRISMS)
- Managing textbook inventory and distribution
- Purchasing OSHC (student health insurance) and ensuring students receive their insurance cards
- Ordering and managing stationery and school supplies
- Making coffee and snacks runs for guests, special events and staff drinks
- Coordinating with cleaners the quality of cleanliness of the campus, making sure that the premises are kept clean and in good condition all times
- Attending general staff meetings and training sessions as needed
Administration duties:
- Preparing graduation certificates and official letters for both ELICOS and VET students.
- Preparing new student orientation and intake documents
- Liaising with the Local and National Academic Teams for consultation on specific cases
- Generating and distributing weekly student intake reports with starters/returners
- Ensuring all relevant student information is accurately stored in the system (e.g. intake tests (PROLAs)/assessment levels, enrolment documentation, special notes)
- Performing credit card reconciliation with purchases made by the local campus
- Actioning student requests sent through e-Services or redirecting to appropriate teams
- Supporting the National Compliance and National Academic Teams on Attendance Report, AVETMISS, Progress Report, Warning Letters, and ITRs processes
- Assisting the Local and National Academic Teams with other assigned tasks
- Other related duties or projects as determined by the Student Services Manager and/or the National Director.
Other duties:
- Supporting on-campus marketing initiatives by conducting school tours for prospective students
- Helping with campus promotional events and providing school information to agents and visitors
Working hours:
- Work hours: 20 hours per week, Monday to Friday, between 8am and 7pm.
- The role requires variable on-campus working hours, and remote work is not possible.
This outline is not intended to be an exhaustive list of the duties you may be required to perform. Rather, it indicates the kinds of duties that fall within the scope of the position.
In addition to your duties and responsibilities outlined in the position description, you may also be required to carry out other duties reasonably required by us that you are skilled in and capable of performing. We may alter your position, position description, responsibilities, reporting lines or location in accordance with the needs of the business without providing additional remuneration.
Level of Education Required:
- Certificate and/or Diploma in business administration, marketing, customer service and other relevant business fields
Specialized Skills:
- Effective and clear written and oral communication in English
- Excellent working knowledge of computer systems
- Proven skills in customer service
Skills
- Understanding key regulatory compliance requirements, including: ESOS Act, National Code 2018, ELICOS Standards 2018, NEAS
- Able to respond appropriately and promptly to a variety of inquiries from current and prospective students, agents and sales teams
- Able to find information and work collaboratively with other departments
- Able to be flexible
- Able to negotiate and problem-solve
- Able to communicate effectively, both orally and in writing
- Able to manage time and systems
- Able to plan, organize, and set priorities
- Patient, empathetic and approachable
- Reliable, honest and trustworthy
- Able to always maintain composure and professional behaviour, especially while under pressure
- Able to engage effectively and respectfully with peers and superiors
Work Experience Required
- Minimum 2 to 5 years’ experience in customer service
- Full work rights for Australia required. Even though it is a part-time position, applicants must have the right to work full-time in Australia.
Other
- Valid Working With Children Check (WWCC)
About ELS, ILSC & Greystone College
A world leader in language education & vocational training, ILSC Education Group, which opened its first language school in Vancouver, Canada in 1991 and Greystone College in 2002, offers life-changing educational experiences in Canada, Australia, Ireland and India, some of the world’s most attractive and popular English-speaking work and study destinations. Since opening its first school in Vancouver, BC, Canada, ILSC has become a world leader in language and career training and has grown to include 10 incredible locations around the world, in Vancouver, Toronto and Montréal, Canada; New Delhi, India; and Brisbane, Sydney, Melbourne, Adelaide and Perth, Australia; and Dublin, Ireland; as well as two online language schools, ILSC HELLO and ILSC ALLO. In 2025, ILSC Education Group launched Greystone Institute, a new Higher Education provider in Brisbane.
In early 2022, ILSC Education Group joined forces with ELS Educational Services, bringing together over 100 years of combined experience delivering life-changing learning experiences to international students. Since 1961, when ELS Educational Services opened its first school in Washington DC, ELS has developed a global reputation for delivering top-quality English language programs. ELS now has the most extensive network of on-campus English language programs and University partners, across the USA.
Our mission is to provide our global community with transformative learning, living and work experiences by offering the finest language, career and higher education programs.
Our Core Values
PASSION: To enrich & transform people’s lives
INNOVATION: To evolve through creativity & diversity.
RESPECT: To treat everyone with compassion & dignity.
COLLABORATION: To build community & achieve more together.
INTEGRITY: To act responsibly & ethically in everything we do.
ELS, ILSC and Greystone College are committed to providing a barrier-free environment and are proud to be Equal Employment Opportunity employers.