Administration and Intake Officer

Wesley Mission Queensland Limited; Gold Coast City; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Salary packaging up to $18,550

Supportive culture

Great everyday perks

Professional development

Job summary

Wesley Mission Queensland Limited is seeking an Administration and Intake Officer to support The Way Back Support Service and Suicide Prevention Services. You will manage referrals, conduct intake screenings, and coordinate key administrative functions for clients, families, and staff.

In this fixed-term role until 30/06/2027, you’ll ensure compliance, maintain documentation, and provide high-quality reception support while working closely with service managers to deliver responsive care.

Qualifications

• Relevant qualification in Business Administration, Practice Management, Community Services or a related field.
• Experience in an administration role within mental health or community services is desirable.
• Strong administrative and systems experience with Microsoft 365 and multiple databases.

Responsibilities

• Process referrals and conduct intake screenings for service access.
• Coordinate follow-up contact and administrative tasks for clients and clinicians.
• Maintain compliance with funding, accreditation, and program requirements.
• Manage program documentation, registrations, insurances, and staff credentials.
• Provide receptionist support, handle calls, records, and office coordination.
• Prepare invoices and support financial administration processes.
• Coordinate onboarding, induction, and recruitment administration.
• Organise meetings, agendas, minute-taking, and stakeholder coordination.
• Oversee fleet, WHS, IT coordination, scheduling, and office supplies.

Skills

Administration

Interpersonal skills

Communication

Time management

Education

Relevant qualification in Business Administration or related field

Tools

Microsoft 365

DB & records management

IT coordination

Job description

Your Role as Administration and Intake Officer

In this role you will support the efficient delivery of The Way Back Support Service and Suicide Prevention Services by managing referrals, conducting intake screenings, and coordinating key administrative functions. Working closely with service managers, this role helps ensure a high-quality, responsive service for individuals, families, and friends accessing support.

A typical day-to-day could involve:

• Processing referrals, conduct intake screenings, and coordinate follow-up contact for individuals accessing services.
• Maintaining compliance with organisational, funding, and accreditation requirements across suicide prevention programs.
• Managing program documentation, including registrations, insurances, service agreements, and staff credentials.
• Providing high-quality administrative and reception support, including phone enquiries, records management, and office coordination.
• Preparing invoices, reconcile corporate credit cards, and support accurate financial administration processes.
• Coordinating staff onboarding, induction, training records, and recruitment administration activities.
• Organising meetings and events, including agenda preparation, minute-taking, and stakeholder coordination.
• Overseeing operational support functions such as fleet management, WHS requirements, IT coordination, maintenance scheduling, and office supplies.

PLEASE NOTE: This is a fixed term position until 30/06/2027.

What We Offer

• Make Your Pay Go Further with Salary Packaging: Take advantage of up to $18,550 in salary packaging benefits to help maximise your income.
• Thrive in a Supportive Culture: Be part of a team that values connection, collaboration, and supporting one another to do meaningful work.
• Enjoy Great Everyday Perks: Access discounts on health insurance, gym memberships, entertainment, and much more.
• Grow With Us: Whether you're looking to deepen your expertise or take the next step in your career, we'll support your professional development journey.

What We’re Looking For

Relevant qualification in Business Administration, Practice Management, Community Services or a related field, and/or experience in a similar administration role within the mental health or community services sector.

Strong administrative and systems experience, including proficiency with Microsoft 365 and the ability to manage multiple databases and technology platforms.

Excellent communication and interpersonal skills, with the ability to build positive relationships and provide professional support to clients, clinicians, staff, and stakeholders.

Exceptional organisational, problem-solving, and time management skills, with experience supporting people experiencing distress and managing competing priorities to meet deadlines.

Essential Requirements

• Proof of COVID-19 vaccination status (or as required by legislation and WMQ policy)
• Relevant probity checks required by legislation and WMQ Limited policy.
• Current Driver’s Licence and willingness to travel for work

Wesley Mission Queensland brings together people who want to make a difference in the lives of others. We value diversity, strive for inclusion, and come together to walk alongside those in need to provide hope and compassion. We are committed to working collaboratively to help you grow, support your wellbeing, and enable you to be your true self each day aligned to our mission and values. People with passion, connected by hope for a more compassionate, just and inclusive society is our story – what’s yours?