Front Office Administrator

Job Summary:

Griffith College is seeking a Front Office Administrator for the Limerick Campus. Reporting to the Head of Campus and Senior Administrator.

The Front Office Administrator is the first point of contact in the building for students, staff, visitors and members of the public. The successful applicant will ensure a warm welcome for everyone entering the building and transfer requests for other departments accordingly.

The Front Office Administrator provides administrative support across all programmes delivered in the Limerick Campus and supports a range of administrative supports.

Key Responsibilities:

First Point of Contact

• Ensure a high level of student service and professionalism at all times.
• Identify and escalate any issues that may impact on student satisfaction to the Senior Administrator and Head of Campus.
• Greet and assist students, all visitors, and staff in a professional and welcoming manner, exemplifying Griffith College’s core value of Friendliness.
• Answer incoming calls, direct them appropriately, and take messages as needed.
• Monitor and respond to general email and postal correspondence.

Handling General Enquiries:

• Provide information & assistance related to programme enquiries, student queries.
• Assist students and staff with queries.
• Deal with telephone or email queries and direct clients appropriately.
• Resolve routine queries or direct them to the appropriate department/personnel.
• 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 & support the management 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

Induction / Graduation Ceremony:

• Assist in the co-oordination and preparations for the Induction / Graduation Ceremony.
• Liaise with internal teams and external suppliers as needed to support the successful execution of the events.

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.

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. *
• Stunning historical premises.
• Vibrant multidisciplinary and multicultural learning environment.
• Innovative and agile place to work.
• Welcoming environment committed to learner and staff development.