Our culture and expectations for all workersWe pride ourselves on creating an inclusive, innovative, and high-performing workplace. This means:
Be a true ambassador—live, breathe, and actively promote our core values of innovation, insight, and execution in everything you do.Champion policies and procedures—we expect you to comply with, support, and uphold all position, department, and organisational policies and procedures.Foster a team spirit—adopt a "one in, all in" mindset by collaborating and supporting your teammates to achieve shared success.Maintain a safe and fair environment—help keep our workplace fair, inclusive, and safe by ensuring it is free from discrimination, injury, and incidents.Bring your best self—engage fully by applying your skills, knowledge, and enthusiasm to create meaningful and memorable experiences for everyone you interact with.About the roleThe Administration Assistant reports directly to the Workforce Scheduler and plays a pivotal role in ensuring the smooth operation of administrative functions while supporting key business activities. This role is essential to maintaining efficient processes and providing administrative support to the General Manager and the wider team. As the key point of contact for clients and stakeholders, you will represent Johnny H with professionalism and enthusiasm.
Your responsibilities will include managing all correspondence, coordinating diary management and 1:1 schedules, organising travel, and supporting planning and scheduling. You will also be responsible for maintaining records, assisting with recruitment and onboarding, and managing key data for reporting purposes. In this role, you will oversee client service agreement generation, build day program schedules, and ensure efficient staff rostering. Additionally, you will manage vehicle scheduling, daily shift closures in Brevity, and provide reports on overrides, cancellations, and workforce performance data.
With your strong organisational skills, attention to detail, and ability to handle ad-hoc tasks, you will contribute to the overall efficiency of the office. By working closely with the General Manager and wider team, you will help create a well-organised, client-focused environment that upholds Johnny H's values.
Responsibilities:Key responsibilities of this position are:
Manage incoming and outgoing correspondence, phone calls, and maintain organised office filing systems.Serve as a key point of contact for clients and stakeholders, representing Johnny H with professionalism and enthusiasm.Build schedules for the day program, ensuring efficient client participation and staff rostering.Load all programs and events into the schedule, ensuring rosters are based on competency and availability.Schedule vehicles according to the optimised usage plan and event ratios.Complete shift closures in Brevity on a daily basis including the approval of timesheets.Generate reports as required, including workforce and performance data.Manage reporting of overrides, cancellations, and other service-related adjustments.Prepare other reports, presentations, and documentation as required.Participate in an on call roster to field staff and client enquiries.Handle ad-hoc tasks and assist with special projects as needed.Perform other duties as reasonably required.Key skills, experiences and qualifications Strong organisational and time management skills with the ability to handle multiple tasks and deadlines.Excellent verbal and written communication, able to engage professionally with clients, stakeholders, and internal teams.High attention to detail for accurate data management, reporting, and compliance.Problem-solving ability and proactive in resolving issues efficiently.Proficient in MS Office Suite (Word, Excel, PowerPoint) and other systems similar to Brevity and Snapforms.Flexible and adaptable to changing priorities and ad-hoc tasks in a fast-paced environment.Client-focused with strong interpersonal skills for professional interactions.Previous administrative experience, preferably in the healthcare, disability, or NDIS sector.Experience managing compliance records, reporting, and document control.Experience in diary management, recruitment support, and onboarding.Familiarity with processing invoices, tracking expenses, and assisting with budget monitoring.Relevant qualifications in Business Administration or similar fields are advantageous but not essential.