Student Services & Front Office Administrator - Ftc: March - January

Apollo Language Centre is seeking a friendly, organised, and student-focused Student Services & Front Office Administrator to join our team on a fixed-term contract from March 2026 to January 2027. This role is ideal for someone who thrives in an international environment, enjoys helping others, and can balance administrative responsibilities with exceptional front-facing service.

About the Role

As a key member of our Student Services team, you will be the first point of contact for students, staff, and visitors. You will help ensure the smooth day‑to‑day running of our school, supporting international students with their queries, administrative needs, and overall experience at Apollo. This role also includes reception duties, administrative support, communication tasks, and collaboration with our Sales and Bookings teams.

Key Responsibilities

Student Services & Pastoral Care

• Greet and welcome students, staff, and visitors with a warm, professional manner.
• Support Apollo’s international students with day‑to‑day needs, questions, and pastoral care.
• Provide students with required documentation and act as their primary point of contact.
• Coordinate school tours for visiting agency partners when needed.
• Assist with the Emergency Support phone service on a rostered basis.
• Help resolve conflicts, concerns, or issues that arise within the school community.
• Collaborate with colleagues to enhance the student experience.
• Collect and analyse student feedback to identify areas for improvement.
• Carry out additional duties as required.

Front Office & Reception Management

• Open and lock up the school premises as required.
• Operate the school landline and manage daily reception duties.
• Oversee the smooth functioning of the front office and ensure a professional environment.
• Monitor and order supplies for the reception area.

Social Programme Coordination

• Supervise and support social programme activities.
• Update the weekly/monthly activity schedule and ensure accurate information is shared.
• Confirm bookings with suppliers and activity partners.
• Make payments when required and maintain accurate records.
• Inform students and staff about upcoming activities and changes.

Administration

• Assist the Bookings & Accommodation Departments and work with the Apollo Booking System (Fidelo).
• Perform general office administration tasks.
• Maintain accurate student enrolment and attendance records.
• Prepare and distribute student ID cards.
• Prepare and distribute student Certificates.

Communication

• Respond to emails, website messages and inquiries promptly with clear, professional communication.
• Liaise with management and academic staff regarding student information.
• Create and distribute announcements, and other internal communications.

Sales & Online Marketing Support

• Assist with walk‑in, phone, and email sales enquiries.
• Communicate with overseas agents regarding sales and customer support.
• Maintain accurate CRM records.
• Support online marketing, including social media management and website updates.

Intern Management

• Participate in the recruitment and interviewing of interns.
• Oversee intern onboarding, training, and integration into daily school operations.
• Prepare and manage intern schedules.
• Supervise and support interns during their tasks and provide ongoing guidance.
• Ensure interns have a positive, structured, and meaningful experience at the school.

About You

We’d love to hear from you if you:

• Enjoy working in a multicultural, student‑centred environment
• Have strong communication and organisational skills
• Are friendly, professional, and proactive
• Have experience in customer service, administration, or education (an advantage)
• Are comfortable with multitasking and managing a busy front desk
• Has good digital skills — knowledge of Microsoft Office (Outlook, Excel, SharePoint) and Slack is an advantage.

Contract Details

• Type: Fixed-term contract
• Period: March 2026 – January 2027
• Hours: 8:30 – 17:15, Monday – Friday (on-site)
• Location: 5, Lad Lane, Dublin 2 - Apollo Language Centre, Dublin
• Salary: €28,000 - €30,000 (pro-rata) DOE

Job Type: Fixed term
Contract length: 10 months

Pay: €28,000.00-€30,000.00 per year

Work authorisation:

• Ireland (required)

Work Location: In person

Expected start date: 09/03/2026