Admin & Enrolments Officer - Quezon City, Pilipinas - MicroSourcing

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Hiring Profile
Question
Comments

Job Title/Position

Admin & Enrolments officer for Child Care Group

Headcount
How many people with this profile do you need to hire

1

Job Responsibilities
Describe the job role and the day to day tasks involved.

To handle the enrolments, admin and debt collection of our child Centre's, with a view to looking after 3 centers by the end of 2024.

Qualifications
Describe the qualifications the staff must have in terms of skills and capabilities

1.


Educational Background:

At minimum, a high school diploma or equivalent however, a bacheloru0027s degree in business administration, finance, or a related field may be preferred.

2.


Organizational Skills:
Ability to organize, multitask, prioritize, and work under pressure. Experience with filing systems, scheduling, and logistical coordination is crucial.

3.


Computer Literacy:

Proficient with office software, including word processing, spreadsheets, xplor software. Familiarity with enrollment and xero accounting software is also important.

4.


Communication Skills:

Excellent written and verbal communication skills for dealing with families, staff, and potentially late payers.

5.


Customer Service:
Strong customer service skills to interact politely and efficiently with families and parents during the enrollment process and when handling queries or complaints.

6.


Financial Acumen:
Understanding of basic financial and accounting principles to manage fees, process payments, and handle debt collection effectively.

7.


Attention to Detail:

Keen attention to detail to ensure accuracy in record-keeping, financial transactions, and compliance with policy.

8.


Problem-Solving Skills:
Ability to identify issues, analyze problems, and develop effective solutions, especially in debt collection scenarios.

9.


Discretion and Confidentiality:

Must be able to handle sensitive information with integrity and confidentiality.

10.


Negotiation Skills:
For debt collection, the ability to negotiate payment plans and resolve financial issues while maintaining positive relationships.

11.


Regulatory Knowledge:

Understanding of the legalities involved in debt collection, and the educational policies and regulations related to enrollments.

12.


Data Entry Skills:

Fast and accurate data entry skills to update databases with enrollment and financial information.

13.


Resilience and Patience:

The role may involve dealing with challenging situations, requiring patience and resilience.

14.


Teamwork:
Ability to work effectively in a team, supporting colleagues, and contributing to a positive work environment .

15.


Continuous Learning:

Willingness to stay updated with the latest administrative practices and regulatory changes affecting enrollments and debt collection.

16.


Independent Working Skills:

The staff member must also be capable of working independently with minimal supervision. They should be self-motivated, able to manage their workload efficiently, and make informed decisions without constant guidance.

This includes being proactive in addressing issues, seeking out solutions, and being responsible for their own time management and productivity.

Competencies/Personality Traits


Competencies:
. Organizational skills
. Financial literacy
. Computer proficiency
. Communication skills
. Problem-solving
. Attention to detail
. Negotiation
. Independent working


Personality Traits:
. Patient
. Resilient
. Discreet
. Customer-focused
. Self-motivated
. Ethical
. Adaptable

Prior Experience
Describe the prior working experience a candidate should have.

. Previous experience in administrative positions, preferably in an educational or financial setting, where they have dealt with enrollment processes, data management, and general office tasks.
. Having worked in a customer service capacity, assisting with inquiries, resolving complaints, and providing information in a helpful and professional manner
. Some experience in handling financial records, processing payments, and perhaps even experience in credit control or debt collection.
. Proficiency in managing databases, including entering, updating, and retrieving data related to customers or clients.
. Candidates should have a track record of successfully managing projects or tasks independently, demonstrating self-sufficiency, initiative, and the ability to follow through without direct oversight.
. Knowledge of legal and regulatory requirements relevant to the role, especially if it involves financial transactions and privacy concerns

Performance Measurement
How can we measure performance for this job profile (KPIs/Metrics/Targets)


Enrollment Numbers:

Track the number of successful enrollments processed against targets to gauge efficiency and outreach success.


Accuracy of Data Entry:

Monitor the error rate in data entry for enrollments and financial records. Set targets for accuracy levels, for instance, a 98% accuracy rate.


Customer Satisfaction:

Use surveys or feedback forms to measure customer satisfaction with the enrollment process. Set a target score, for example, an average of 4.5 out of 5.


Debt Collection Rates:

Percentage of overdue accounts successfully resolved or amount of debt recovered within a set period against targets.


Response Time:

Average time taken to respond to inquiries or resolve issues. A target could be to respond to 90% of inquiries within 24 hours.


Compliance Adherence:

Rate of adherence to legal and internal compliance standards, aiming for 100% adherence.


Financial Reporting Accuracy:

Regular checks to ensure financial reports are accurate and timely. Targets could include zero discrepancies in audits.


Administrative Efficiency:

Measure the time taken to complete standard administrative tasks and set benchmarks for improvement.


Cost Savings:

Identify cost-saving opportunities within the administrative process and set monetary targets for savings.


Project Completion:

For independent projects or tasks, evaluate completion rates and adherence to deadlines.

Working Hours
Describe the work schedule the staff will follow Eg. 9am-6pm AEST.

Full time
9am to 4pm

Reporting to
To whom will the staff be reporting to
Rebecca Male or Kathy McKrill


Screening & Selection
Question
Comments

Additional Screening
Do you want to add any of your own skill tests or other screening processes

n/a

Hiring Decision Maker
Who from your side will make the hiring decision

. Oliver & Rebecca

Interview Scheduling
Describe when you would be available for phone/video conference interviews.

. We will make a time when suits you


Training
Question
Comments

Training Process
Please describe your ideas around the training and onboarding process for this job profile

. Train them on the specific software and tools they will be using daily, for enrollments and financial tracking systems
. Walk through the standard operating procedures for enrollments, administrative tasks, and debt collection.
. Establish regular check-ins to provide feedback and answer any questions the new hire may have. Use this time to adjust the training if necessary.
. At the end of the onboarding period, evaluate their knowledge and performance through a formal review. This should include feedback from their mentor and any staff they have worked closely with.


Company Information
Question
Comments

Company Profile
Please provide a comprehensive description/profile of your company

At Bush Kids Child Care & Early Education, we cherish the foundational belief that a sense of belonging forms the bedrock of a meaningful life.

Our centers are more than just a place for child care they are a nurturing ground where children forge lasting bonds with family, friends, and their community, connecting deeply with the culture and environment that envelop them.

In the heart of our ethos lies the celebration of 'Being' - the magical and unique essence of childhood.

We honor this time of wonder and discovery, ensuring that every child has the luxury to simply 'be'.

Our environments are rich with opportunities for play, creativity, and joyous exploration, encouraging our young ones to revel in the bliss of the present moment and embrace the delight of new experiences.

'Becoming' captures the transformative journey of learning and development that each child embarks on with us. At Bush Kids, we recognize the profound curiosity and potential within every child and provide them with the tools to shape their identity. Guided by our experienced educators, children grow in confidence and ability, developing the skills and self-assuredness that will influence the adults they are destined to become.

Join us at Bush Kids Child Care & Early Education, where we are dedicated to guiding children as they grow roots to ground themselves, wings to explore, and hearts to connect, crafting a foundation for a life full of potential.

Website

Contact Person
Oliver Wood/Rebecca Male

Email Address
[HIDDEN TEXT] or [HIDDEN TEXT]

Landline/Mobile
Oliver Rebecca