Title: Reception and Office Administrator
Hours: 37.5 hours weekly
Award: Social, Community, Home Care and Disability Services Industry Award 2010
Classification: Level 3.4
Location: South Brisbane (State-wide service delivery, onsite and telehealth)
To apply and be considered for this position, you need to submit: • Current resume (maximum three pages) • Response to Key Selection Criteria (maximum two pages) • Contact details for three referees, including current employer Join Our Team as the Heartbeat of Our Office! Are you an organised, personable, and proactive problem solver who thrives on keeping things running smoothly? Our Receptionist and Office Administrator are more than just the first point of contact—they're the welcoming face of our organisation, creating a positive and professional experience for clients and visitors alike. In this vibrant role, you'll be pivotal to maintaining seamless office operations, supporting both the front desk and essential internal activities.
If you're a transparent, clear, and accountable communicator who loves taking initiative to guide and support team members with optimism, and you're passionate about the art of administration, this role is for you! Bring your energy, multi-tasking prowess, and excitement for getting things done—we can't wait to welcome you to our team!
Key Responsibilities: 1. Reception and Client Services • Greet clients, visitors, and staff in a warm and professional manner, providing directions and answering inquiries as needed.
• Manage incoming calls, emails, and mail, directing them to the appropriate team members or handling responses when appropriate.
• Ensure that the EDQ building is well-maintained, organised, and welcoming to all visitors.
• Assist clients with check-in processes and paperwork and provide information about available programs or services.
• Coordinate the volunteer program, ensuring volunteers are provided with support, training and allocated tasks that match their skill sets and organisational needs
2. Office Administration • Coordinate office supplies, equipment, and maintenance needs, ensuring an organised and efficient workspace.
• Assist in scheduling and managing conference rooms, meetings, and internal events as needed.
• Maintain office records, including filing, data entry, and document management, adhering to confidentiality and organisational policies.
• Monitor office budget expenditures related to supplies, subscriptions, and other necessary resources.
• Learn to have a comprehensive understanding; timely and accurate data input into the CSNet client management system (Training provided)
3. Program and Staff Support • Provide administrative support to program teams, including preparation of materials, documentation, and reports.
• Assist with client scheduling and appointment reminders, fostering smooth communication between clients and program teams.
• IT set up troubleshooting, escalating issues to external tech support in line with the signed service agreement.
• Significant supportive role to the CEO, preparing all meeting agendas, keeping minutes, and setting up meetings.
• Conduct induction procedure with new staff and volunteers, ensuring all relevant documents, checks and contracts have been signed off.
4. Communication and Collaboration • Serve as a point of contact for both internal and external inquiries, demonstrating a strong understanding of the organisation's policies, procedures and programs.
• Foster positive working relationships with staff, clients, and external partners, ensuring effective communication and collaboration.
• Support team initiatives and help implement improvements to office workflows and client services as directed.
Key Competencies: • Professionalism and Confidentiality: Ability to maintain discretion and sensitivity, particularly in client interactions and handling of sensitive information.
• Communication Skills: Excellent verbal and written communication skills, with a friendly and approachable demeanour.
• Organisational Skills: Strong time management and organisational skills, with the ability to handle multiple tasks and prioritise effectively.
• Key Attributes: Proactive problem solver with initiative to get tasks completed within current policies and procedures.
• Attention to Detail: High level of accuracy in administrative tasks, record-keeping, and client support.
• Team Collaboration: Ability to work well with diverse teams, providing support and flexibility as needed.
Qualifications: • Education: Office and Business administration
• Experience: Prior experience in a reception, office administration, or customer service role is preferred.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software; knowledge of client management or scheduling systems is beneficial.
• Additional Requirements: A welcoming, positive attitude and a commitment to fostering a supportive environment for clients and staff alike.
Working Conditions: This position is primarily based in an office environment with standard working hours. Occasional flexibility may be required to support client or program needs. The role involves sitting for extended periods and may require light lifting (such as handling office supplies or organising materials).
Eating Disorders Queensland (EDQ) is a state-wide, community-based, not-for-profit organisation based in South Brisbane. We provide treatment and support for individuals living with an eating disorder, their carers, loved ones, and key support people.
Nurture:
• Creating an inclusive and connected community that inspires hope and compassion
Empowerment:
• Creating a safe environment where people have the power to lead recovery
Integrity:
• We work with respect through honesty, trust and empathy in all that we do
Innovation:
• Working collaboratively and creatively to provide high-quality, responsive programs, services and initiatives
Collaboration:
• We foster diversity through sharing learning among people with eating disorders, carers and sector partners.
Applicant must possess or obtain the following:
• Queensland Working with Children Check (renewed every five years)
• Queensland 'Yellow Card' Application for criminal history screening
Please send your application to [email protected]. If not filled before that, this position vacancy will expire soon. We will be conducting interviews as we receive applications.