Job Type: Full Time
Job Location: Bunbury
Position Purpose
To 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 Environment
Code 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 Tasks
Adhere to all PHASE Policies and Procedures
Maintain 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 staff
Set up Boardroom for office meetings
Liaise 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 member
Undertake job specific filing, emailing, binding, laminating, and scanning
Upload scanned documents to relevant files and maintain Admin folder in Share Point
Maintain document control in Share Point
Create new folders for Participants and Staff when required
Data entry into MYP of new staff and participants
Ad hoc HR when required
Archive Participant and Staff files as per Office Admin Manager's instructions
Maintain PHASE inventories by checking stationary, staff amenities and email order list to Office Admin Manager
Maintain Uniform inventory and order uniforms when required
Ensure printer has adequate paper daily and toner
Update and maintain office emergency contact lists for office staff
Attend staff meetings when requested, write minutes if requested
Provide all necessary office support to the team – as directed by Manager
Assist internal audit processes
Required Qualities
As 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 Competencies
Initiative
Business Awareness
Tenacity
Strategic Thinking
Positive approach to change
Written and Verbal Communication
Problem Solving
Independence
Computer Skills
Adaptability
Qualifications
Office administration experience essential
Other Requirements
Covid-19 Vaccination Certificate (2 doses and booster required)
Valid Driver's License
Valid Police Check
NDIS Worker Orientation Module
Person Specification
Experience
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organisational and planning skills
Skills and Competencies
Customer service focused: committed to providing exceptional customer service across all channels – written, phone and face to face
Communication: 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 process
Attention to detail: excellent attention to detail and written skills when communicating with others, both internally and externally
Teamwork: willingness to assist and support others as required and get on with team members
Time 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 required
Personal Attributes
Professional approach when dealing with Participants, Families and Stakeholders.
Well-presented and well spoken
Confident manner
Positive approach to change
Other
Basic knowledge of MS Office 365
This 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.
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