Role: Receptionist/Administration Assistant, ILSC & Greystone College Melbourne (Full-time)
Start Date: Immediate
Reports to: Student Services Team Lead, Melbourne
Job Duties:
The duties of this position include, but are not limited to:
Reception duties:
- Greet students, agents and visitors in a warm, friendly and professional manner
- Answer incoming calls, transfer calls and take messages as required
- Assist students, agents and visitors with enquiries and direct them to the appropriate staff or department
- Prepare new student orientation and intake documentation
- Support weekly orientation processes for new students, including pre-arrival checks and communication, Day 1 Orientation, and follow-up with late arrivals.
- Manage textbook inventory and distribution
- Handle incoming and outgoing mail, including postage and collection
- Update the school’s Academic Management System (Odyssey/AVETMISS), Learning Management System (Moodle), and other databases (PRISMS)
- Assist students with login issues related to the CONNECT/myGreystone App
- Prepare graduation certificates and associated documentation
- Arrange OSHC (Overseas Student Health Cover) and ensure students receive their confirmation letters and insurance cards
- Order and manage stationery and school supplies
- Provide refreshments (e.g. coffee and snacks) for guests and staff events
- Coordinate with cleaners to maintain campus cleanliness and ensure facilities are kept in good condition at all times
- Attend staff meetings and training sessions as required
Administration duties:
- Liaise with the Local and National Academic Teams for consultation on specific cases
- Generate and distribute weekly student reports, including new and returning students
- Ensure all relevant student information is accurately recorded and maintained in the system (e.g. placement tests (PROLAs), assessment levels, enrolment documents, and notes)
- Respond to student requests submitted via e-Services or redirect them to the appropriate team
- Support the National Compliance and Academic Teams with Attendance Reports, Progress Reports, Warning Letters, and ITR processes
- Issue academic documentation as requested
- Maintain knowledge of key regulatory and compliance requirements, including the ESOS Act, National Code 2018, ELICOS Standards 2018, and NEAS
- Assist Local and National Academic Teams with additional assigned tasks
- Undertake other duties or projects as directed by the National Director
Other duties:
- Support on-campus marketing initiatives, including conducting campus tours for agents and prospective students
- Assist with promotional events and provide information to agents and visitors
- Provide general support to facilitate campus operations, including coordination of maintenance and repairs as needed.
Working hours:
- Work hours: 38 hours per week, Monday to Friday, between 8am and 7pm.
- The role requires variable on-campus working hours, and working remotely 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
- Preferable language (Japanese/Korean/Chinese)
Skills
- 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, set priorities
- Patient, empathetic and approachable
- Reliable, honest and trustworthy
- Able to maintain composure and professional behavior at all times, 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.
Other
- Valid Working With Children Check (WWCC)
About ILSC, ELS, Greystone College & Greystone Institute
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, Greystone College and Greystone Institute are committed to providing a barrier-free environment and are proud to be Equal Employment Opportunity employers.
