Position Overview:
This role is ideal for someone who can efficiently juggle multiple tasks, manage team communication, and engage with participant families professionally. As an Office Assistant, you will be the backbone of our operational efficiency, providing vital support to the Director and ensuring that the team and participant services are well-coordinated and organised.
Key Responsibilities: We are seeking an Office Assistant to provide comprehensive support to the Directors, helping streamline tasks and operations to enhance efficiency. Your role will focus on assisting with administrative duties, coordinating team activities, and ensuring seamless communication across the organisation. This position offers flexibility and the opportunity to work in a dynamic environment, with responsibilities tailored to the needs of the Directors and the broader team. Participant Family Communication: Professionally manage communication with participant families, addressing inquiries and providing updates as required.Ensure participant care plans are communicated effectively to both families and staff.Act as a liaison between families, participants, and support staff to resolve any concerns.Team Coordination: Support the rostering and scheduling of shifts, ensuring adequate coverage and alignment with participant needs.Coordinate team meetings, track tasks, and follow up on team progress.Monitor team accountability by ensuring compliance with internal processes and NDIS requirements.Organisational Management: Maintain a systematic approach to filing and record-keeping for participants, families, and staff.Oversee participant and staff documentation, ensuring timely updates and NDIS compliance.Manage office resources and maintain a well-organised workspace.Administrative Duties: Provide direct administrative support to the Director, including calendar management, correspondence, and report preparation.Handle data entry, prepare essential reports, and support with compliance tasks.Assist with onboarding new staff, ensuring all documentation and training requirements are met.Operational Support: Monitor participant care documentation and assist with updates or reviews as needed.Support with incident reporting and resolution processes.Maintain open lines of communication with team members to address any immediate operational concerns.Qualifications and Skills: Experience is very important. Prior experience in administrative or team coordination roles is essential, preferably within the NDIS or disability support sector.Proficiency in Microsoft Office Suite, particularly Excel, is extremely important. Candidates must demonstrate strong Excel skills, including creating and managing spreadsheets, using formulas, and generating reports.Strong organisational and multitasking skills with the ability to manage competing priorities.Exceptional communication skills, particularly when engaging with participant families and staff.A professional and empathetic approach to communication with families and participants.Strong problem-solving skills and the ability to adapt to changing circumstances.