Position Title Administrator

Division / Department New Zealand

Reports To Operations Manager

Position Status (i.e. f / t, p / t, cas) Part time

Summary

The position of Administrator is to ensure that all client audio and booking requests are processed in a timely and professional manner so that it is ready for transcription team to complete.

In addition, the Administrator will provide administrative support to the NZ Administration team.

Essential Duties and Responsibilities

Processing of audio and orders

• Receive and prepare audio through extracting from hard media, retrieving from upload servers and where necessary converting audio to a suitable format for transcription
• Troubleshoot audio problems including new file formats, conversion and quality issues
• Ensure that supporting materials are available for transcribers
• Create a job in the appropriate database for each client order
• Assign work to transcribers as required

Telephone and Reception

• Manage Reception and look after visitors
• Answer face-to-face customer queries, take briefs from clients, quote for jobs, take payment and organise receipts for the work provided
• Answer phone calls and transfer them to the appropriate person as necessary

Client Liaison

• Ensure that the NZ Client shared mailbox is monitored and that emails are responded to promptly and in line with set KPIs
• Liaise with clients regarding audio recording options
• Liaise with clients when there are problems with either the audio or supporting documentation
• Confirm to client that audio has been received and the expected due date
• Advise clients of any delays or alterations to expectations in deadlines in quality of transcripts
• Assist clients when they are having problems transferring audio or receiving transcripts
• Return transcripts to clients as required

Transcription Production

• Create transcripts from audio files following style and quality guidelines provided
• Do final visual checks on completed transcripts
• Do final checks against audio on words / phrases marked inaudible in transcripts
• Proofread and consistency check documents
• Provide feedback to transcribers following prescribed guidelines
• Put multiple part transcripts together as a unified document / series of documents

Additional duties to support the Administration team :

• Complete copy typing in specified formats as required
• Ensure end of day reports are updated daily
• Update other admin reports as required
• Additional admin support to the NZ Administration team as needed

Minimum Requirements

• Excellent communication skills including professional email and phone communications
• Able to professionally manage workload and conflicting priorities
• Strong attention to detail
• Exceptional English skills
• Excellent keyboard skills
• Confidence in Microsoft Word and working knowledge of other Office programmes
• Good organisational ability
• Ability to self-manage and prioritise
• Works effectively as part of a team, recognises areas where support is required and offers assistance
• Ability to effectively problem solve

Additional Requirements

• Is flexible and adaptable in approach
• Experience in audio transcription an advantage
• Some experience in proofreading or editing
• Takes an active role in personal development and frequently reviews individual objectives and attends training sessions as required
• Able to self-motivate and support other staff in the office

Minimum Education

Good general education

Security Clearance

• Police clearance required. This will be arranged via Epiq
• Candidate must be prepared to undertake further security clearances as required
• Candidate must be legally able to work in New Zealand

Positions that Typically Report to this Position

None