Position Description of

Admin Angel

Your Name
Your Address
All of Your Phone Numbers
Your Birthday
Date Position
DescriptionAccepted
Date New Team Player
Will Start in this Position
Interviewed By
Which Two Team Leaders

The following is the Career Description and Professional Requirements for the position of NCB Admin Angel

Please read each point carefully. Consider what areas are your strengths and weaknesses and be aware that this document will be reviewed after your first month and every 3 months ongoing.

This position includes and is not limited to…

  1. Ensuring that all of our friends, guests and anyone who comes in contact with, or visits our campus is given a WOW experience.
  2. You have superb communication skills; you can effectively communicate with other team players and can also communicate with participants and guests in a friendly, bubbly manner.
  3. You are passionate about the National College of Business and live and breathe the philosophy and culture.
  4. Ensuring that the operations in your campus run smoothly at all times. To do this, you must be absolutely organised to ensure that admin procedures are kept up-to-date, you are planned ahead and know what programs and events are coming up, and the college has everything it needs to service our friends for programs and events.
  5. Administration comprising of 60%, Program Co-Ordinator 20% and Events Manager 20%

Admin

  1. Know thoroughly the college systems and lead by example in following and applying all systems from the NCB College Bible, including completion of appropriate checklists.
  2. Be available at reception to greet all guests to the college. Offer them a hot or cold drink and ensure they feel welcome and receive a WOW experience. Smile and using their name when you are chatting with them.
  3. Be available to take all incoming calls and emails. Follow the 5 Star phone procedure: Answer after three rings in a smiley, friendly manner using agreed script and record all details of calls and emails in the Message Book. Ensure the phone message bank is checked regularly and callers are phoned back the same day to acknowledge their call was received and has been actioned. Forward messages onto team players asap and email messages to Directors at the end of the day (all at once). Any urgent messages are to be handled by the Company Captain.
  4. Learn, understand and be able to explain what we do, our product, our programs and what makes us different.
  5. You will be responsible for all of the paperwork of our students, from the initial enrolment of when a person enrolls in their program, throughout the program by updating rolls and maintaining the database, to the completion certifications. You will be responsible for completing all systems around the paperwork side of the business so that we are rated a 5 out of 5 for Admin Procedures.
  6. Enrolment, financial paperwork and banking must be done the same day as a new Friend is made. This includes a confirmation pack being mailed with welcome letter, a Tax Invoice, the student file is created and the Friend added to Enrolment Register.
  7. Ensure that participant files are kept up-to-date for attendance, courses completed, payment and certificates.
  8. Liaise at all times with the Business Gurus regarding enquiries, follow-up’s and enrolments. Have enquiry and confirmation packs made up and ready to go, as well as current date sheets, enquiry sheets and event flyers on hand. Keep everyone’s trays full of stationery.
  9. Communicate with participants so that they feel special and important. Ask about them and treat them as you would a best friend. This will include making the “Looking forward to seeing you?” calls 3-4 days before a course, a “Did you enjoy the course?” calls after courses, “Is everything ok?” calls if they haven’t arrived for their course after 15 minutes of it starting and Birthday Calls.
  10. Collect and post mail, and maintain an Incoming and Outgoing Mail Register.
  11. Know how the referral system works and ensure the Referral Register is kept up-to-date.
  12. Keep all participant information on Course Registrations Lists and on the database up-to-date. Ensure all people who ask to be deleted from database are done so the same day as requested.
  13. Keep the college noticeboards up-to-date and fresh with motivational quotes, messages & jokes.
  14. Liaise with the Company Captain for any further administrative support they may need at least once a day.
  15. Be alert to occasions where you can WOW people by giving them an experience that is totally unexpected. Aim to send five Happy Letters/Cards each day which include congratulations, thank-yous, get wells, new home, new baby and any other “warm fuzzies” you come across in your daily activity.

Programs & Events

  1. Be available at the college at least 1 hour before a program or event starts. This is to ensure the lights are on, the urn is hot, milk is on hand, today’s newspaper is available and the music is providing a great atmosphere.
  2. Follow the appropriate checklist for the program being held or the Event checklist to ensure everything is done. Keep this on hand throughout the day to tick off missions as you go.
  3. Ensure that the college is always clean, professional and 5 Star at all times. Ensure the entry, training room and reception areas are immaculately 5 Star, with the cleaning checklists followed every day.
  4. Ensure the college is set up to suit course or venue size, with refreshments and snacks organized beforehand. Full water bottles, clean glasses and bowls of lollies/nuts & fruit must be provided on the training room tables, there is plenty of tea/coffee/milo and there is a big, fresh bowl of fruit available.
  5. Welcome friends and guests to the college with a huge 5 Star WOW welcome – greet them warmly at the door, ask them if they would like a hot or cold drink, chat appropriately & ask how you can help them. If you are greeting a new enquiry, write down their name and contact number to pass onto the Business Guru’s.
  6. Organise morning tea and a WOW experience for someone in the group who is celebrating a birthday.
  7. Liaise with participants and guests on arrival, during breaks and be available for them at the end of their program or event. Be available to make their favourite drink and ensure they are comfortable. Take photo’s of the group having fun for our website.
  8. Clear away rubbish, used glasses and cups at every break. Do a quick tidy up during each break, looking after participants as you go. Ensure the urn is full and there are plenty of clean cups on hand for the next break.
  9. Always have supplies stocked up, including manuals, non-consumables, WOW treats, stationery, and course needs. Follow ordering procedures and be financially responsible when using Petty Cash.
  10. Organise trophies and plaques for Student of the Week and for end of program celebrations.
  11. Keep brochure holders full and update with flyers of upcoming events.
  12. Keep all course and event registers up to date including attendance and correct personal and business details. This will also include initiating a register for a new event.
  13. Provide the Company Captain with all feedback and evaluation forms received from classes and events. Provide suggestions or comments you have received from participants that would make the college an even great experience.

Your place on the NCB team is responsible to the Company Captain. The team has a weekly meeting each Monday and you will be expected to attend. You will also be expected to attend the Graduation Ceremonies held twice a year. As NCB team members, we maintain a 5 Star professional standard at all times, always remembering we are here for our Friends.

I am capable of and do feel I would enjoy working in the position described above.Please review each point very seriously before signing below and the previous page, as this will confirm you are happy to be held accountable to your signature. Thank-you.

Name: ______

Sign: ______Date: ______

The NCB Not Negotiable Professional Team Player Standards

Punctuality

You must arrive 30 mins before the start of your session if you are a Course Coach, 15 mins early for all other Team Players for ALL Play Days & Events.

Cleaning

If you are at any campus at 4.15pm or 9pm, you will need to be fully involved in POWER CLEAN, complete a cleaning checklist and sign off on the missions you completed. Any other time during the day, the 5 Star cleanliness of the Campus is also your responsibility

Uniform

Please wear corporate, business attire at all times, whenever you are at or near your campus. This includes your “Play Away Days”, if you are attending any of our programs or if you drop into any campus when you are not playing. (See next page)

Your People Skills

Please treat everybody who comes in contact with the NCB the utmost respect. Be consistent, friendly, enthusiastic and helpful. A consistent, happy, smiley face. Administration missions and team conversations ALWAYS come second to the phone or your NCB visitors

Answering the phone

After you have practiced and are great with the phone script, you must answer any ringing phones at anytime! It is the number 1 priority .

Our Values:

Please uphold and live by all of the the NCB beliefs, philosophies and Mission Statement everyday…in and out of the campus. You will be representing the NCB whenever you are out in public.

Company Privacy

You must NEVER disclose or discuss company business with people outside your team.

Team-Work

Please play hard as part of our team, communicating any challenges or misunderstandings. Your inability to resolve any personal challenges with another team player will mean you BOTH will be asked to leave the team immediately!

Student Relationships

There must be no physical, personal relationships with any of our present students. Should you find your soul-mate/life partner among our students we wish you every happiness, however you will have to wait until they have completed their course and graduated to pursue even a social relationship.

Honesty

Honesty is of utmost importance. We are unable to tolerate dishonesty and it will be a reason for your immediate “Dropping” from our team.

Personal Challenges

Please do not bring your personal challenges to your campus. We do not want you to come to in if your are unable to function at 100% the whole time you are with your team and students. 24 hours notice would be most appreciated.

As a team player with the NCB, your career choice will represent a company that believes in success, health, wealth and respect for ourselves, each other and all the people we come in contact with.

Our request is that your life, both in and out of your team playing hours, be a representation of your career choice. If your are unable to live up to this expectation, we would respectfully ask you to seek out another career choice!!

These professional standards have been carefully considered and they are representative of the NationalCollege of Business. Please review each point very seriously before signing and please expect to be held accountable to your signature. Thank-you.

Name: ______

Sign: ______Date: ______


Our Not Negotiable Professional Team Player Uniform Standards

Please wear corporate, business attire at all times, whenever you are at or near your campus. This includes your:

“Play Away Days”

Pre Game Team Huddle on Monday mornings

If you are attending any of our courses

If you drop into any campus when you are not playing.

  1. Black business suit. Marginal pin stripes are allowable. Suit pants and jackets must be matching.
  2. Purple must be showing from the front of your uniform at all times
  3. All shirts, tops and blouses must be black, white or purple only No t-Shirts, stretch tops, gym tops, casual or sleeveless tops are acceptable AND no cleavage is to be showing .
  4. Men’s ties are to be purple, black or white.
  5. Scarves & ties for the girls are to be purple tie. A purple broach may be worn.
  6. Name badges are to be worn at all times whilst in the college. It is to be worn on the right side of your chest.
  7. Socks are to be plain cotton or wool and without holes and must be black. No exceptions.
  8. Stockings are to be black, dark grey or natural stockings for the girls. This is not compulsory.
  9. Professional make-up for the girls must be worn everyday (red and natural are the only 2 corporate colours)
  10. Corporate jewellery for the girls includes: One only necklace, one bracelet, one ring on each hand, one earring in each ear (earlobes only). No piercing’s or tattoo’s are to be visible except corporate earrings for the girls.
  11. No jewellery for the guys is allowed except a tasteful ring and watch. No piercing’s or tattoo’s are to be visible.
  12. Hair must be neat, clean, well cut, tidy hairstyle and no opposite colours. Any tips or streaks must be blended naturally all over. Short hair is required for the guys.
  13. Skirt length must be of modest length skirt length for the girls (no shorter than a small fist from the middle of your knee to the hem of your skirt). Pants are fine.
  14. You must wear your corporate jacket at all times for all team players when mixing with clients at the college, and this includes arriving and leaving your campus. You may take your jacket off when inside the college and out of view of clients.
  15. No belly buttons, abdominals, midriffs, lower backs, arms to be showing ANYTIME you are in a campus or travelling to and from your campus.
  16. Clothes are to be crisply ironed, clean and great smelling ALWAYS!
  17. Shoes are to be professional, all black and shiny. For the girls, sandals or sling-back shoes are not acceptable. All shoes must be fully closed in.

These professional standards have been carefully considered and they are representative of the NationalCollege of Business.

Please review each point very seriously before signing and please expect to be held accountable to your signature. Thank-you.

Name: ______

Sign: ______Date: ______

How Much Are We Prepared to Invest In You…

You and your skills, knowledge, expertise and positive attitude are very valuable to us.

We will reward you in many other ways, however rewarding you financially is very important to us !!

Important information about your financial salary package...

1.We will pay your Superannauation.

2.Your Medicare levy is covered.

3.Your tax is taken out of your gross salary and paid for you.

4.You will be paid for 4 weeks holiday every year but they do not come with the wage system of 17.5% holiday loading as this is built into your salary throughout the year. You will need to take 2-weeks holiday over Christmas as the colleges are closed. And the other 2-weeks at a time of your choice throughout the year. These 2 weeks will require 3 months notice and are based on a first in first received basis. Any other time off will need to be taken without pay and it may be refused.

5.The NCB runs courses on weekends, weeknights and public holidays so there is an expectation that you will be available for a regular selection of these hours. Your salary package does not include night, weekend or Public holiday overtime rates.

6.You will need to work 40 hours every week-5 days. These 40 hours may include 4 weeknights, Mon-Thurs and Weekends. Special requests will always be considered

7.You will receive 10 paid sick days every year after you have been at the NCB for 6 months. They must be covered with a valid medical certificate and they cannot be accrued each year. If you arrive late, leave early or are unable to attend your rostered shift for any reason, you must make 4 phone calls. One to each College Director, one to the Campus Captain and one to your college. Text messages are unacceptable and will mean the immediate end to your career at the NCB!!

8.You will be asked to attend the NCB Five Star Graduation every year.

9.The NCB has colleges in Brisbane and on the Gold Coast. There is an expectation that you will be able to attend training days at each college however we will aim to roster you on at the college closest to your home. If you are required to travel as a presenter your salary package will increase by $1,000 p.a.

10.When starting a position with the NCB you will be on a one week, one month and 3 month trial period. Your position may become unavailable to you at anytime during your trial period. At the end of your trial period you will be expected to be implementing all of the NCB career requirements, both from your general application and your career description.

11.After your 3 month trial period you will be considered a permanent NCB team member. If you are found to fall short of any area of the NCB requirements, both from your general application and your career description, no more than 3 times, we would appreciate your resignation. If you do not resign, your position will be terminated.