[column col="" name="ssuport-content"]Position PurposeTo provide a range of administrative support management and/or the office team through answering incoming communications, distributing mail correspondence, general admin duties such as filing, printing, photocopying, data entry and various ad hoc duties.
You will have various duties and responsibilities, as listed below.
Working EnvironmentCode of Conduct & Policy and ProceduresAll employees must abide by the organisational Code of Conduct, Policy and Procedures and the NDIS Code of Conduct.
Occupational Health and SafetyAs an employee, you must be aware of and comply with the requirements of the relevant Workplace Health and Safety legislation and associated regulations. Complying in the workplace not only your own but others Health and Safety with the organisations Health and Safety handbook.
TeamworkEach team member is expected to communicate in a respectful, honest manner.
Performance reviewPerformance reviews will be conducted using the organisation's Performance Management Process.
Main TasksAdhere to all PHASE Policies and ProceduresMaintain a hygienic and enjoyable working environment for all staff members, including keeping reception area and board room clean and sanitised daily.Greet and direct visitors and new staff to the organisation, ensuring they sign into visitor's logbook and Covid Safe App.Handle any parcel deliveries from couriers, distribute incoming mail to relevant staffSet up Boardroom for office meetingsLiaise with Newtrend IT Specialists (new users, email address book)Answer incoming calls and transfer to appropriate staff, take messages if not available and email to relevant staff memberUndertake job specific filing, emailing, binding, laminating, and scanningUpload scanned documents to relevant files and maintain Admin folder in Share PointMaintain document control in Share PointCreate new folders for Participants and Staff when requiredData entry into MYP of new staff and participantsAd hoc HR when requiredArchive Participant and Staff files as per Office Admin Manager's instructionsMaintain PHASE inventories by checking stationary, staff amenities and email order list to Office Admin ManagerMaintain Uniform inventory and order uniforms when requiredEnsure printer has adequate paper daily and tonerUpdate and maintain office emergency contact lists for office staffAttend staff meetings when requested, write minutes if requestedProvide all necessary office support to the team – as directed by ManagerAssist internal audit processesRequired QualitiesAs administration Assistant you are required to be professional with a friendly approach. Have excellent verbal communication, computer, organisational and time management skills with great attention to detail.
Desired CompetenciesInitiativeBusiness AwarenessTenacityStrategic ThinkingPositive approach to changeWritten and Verbal CommunicationProblem SolvingIndependenceComputer SkillsAdaptabilityQualificationsOffice administration experience essentialOther RequirementsCovid-19 Vaccination Certificate (2 doses and booster required)Valid Driver's LicenseValid Police CheckNDIS Worker Orientation ModulePerson SpecificationExperience Knowledge of office management systems and proceduresExcellent time management skills and ability to multi-task workAttention to detail and problem-solving skillsExcellent written and verbal communication skillsStrong organisational and planning skillsSkills and Competencies Customer service focused: committed to providing exceptional customer service across all channels – written, phone and face to faceCommunication: the ability to communicate clearly and concisely, varying communication style depending upon the audience. Able to follow instructions & ask questions when uncertain of information or processAttention to detail: excellent attention to detail and written skills when communicating with others, both internally and externallyTeamwork: willingness to assist and support others as required and get on with team membersTime management/organisation: accomplish objectives effectively within time frame given and carry out administrative duties within portfolio in an efficient and timely manner. Able to set own work priorities & use initiative when requiredPersonal Attributes Professional approach when dealing with Participants, Families and Stakeholders.Well-presented and well spokenConfident mannerPositive approach to changeOther Basic knowledge of MS Office 365This job description serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform other job-related tasks requested by management and as necessitated by the development of this role and the development of the business.
[/column]
#J-18808-Ljbffr
