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 Procedures
All employees must abide by the organisational Code of Conduct, Policy and Procedures and the NDIS Code of Conduct.

Occupational Health and Safety
As 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.

Teamwork
Each team member is expected to communicate in a respectful, honest manner.

Performance review
Performance 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.