Administration Assistant

Qualify; Echuca; On-site; AUD 50,000 - 70,000; Full time

Job summary

Qualify is seeking an organised administrator to maintain participant records, perform data entry, and ensure secure handling of information across multiple systems.

You will scan, file, and manage documentation, support Corporate Services, and contribute to process improvements while working collaboratively with the team.

Qualifications

• Experience in administration and records management.
• Strong organisational skills and ability to handle competing priorities.
• High attention to detail and accuracy in documentation.

Responsibilities

• Scan, upload, and maintain participant documentation in the correct systems.
• Review files against checklists and follow up missing information.
• Enter and verify data across databases and registers.
• Maintain electronic filing, naming conventions, and archiving processes.
• Provide admin support across Finance, Systems, and Corporate Services.
• Handle confidential information with discretion and professionalism.
• Identify inefficiencies and suggest process improvements.
• Work independently and with the team.

Skills

Administration

Data entry

Document management

Microsoft Excel

Attention to detail

Organisational skills

Communication

Privacy & confidentiality

Tools

Microsoft Word

Outlook

Data entry system

Job description

This role is responsible for maintaining accurate and complete participant records, including scanning, filing, document management and data entry, while ensuring information is handled securely and in accordance with organisational and compliance requirements.

Key responsibilities

Scan, upload, organise and maintain participant documentation, ensuring records are complete, accurate and stored in the appropriate systems and locations

Review participant files against required documentation checklists, identify missing or incomplete information and follow up outstanding documentation as required

Accurately enter, update and verify participant and organisational information across relevant databases, registers and business systems

Maintain effective electronic filing systems, naming conventions, document registers and archiving processes to support accurate and timely retrieval of records

Support the maintenance of organisational registers, forms, templates, records and administrative processes across Finance, Systems and Corporate Services

Handle participant, employee and financial information confidentially and in accordance with privacy, information security and organisational requirements

Provide additional administrative support across the organisation as required, including scanning, filing, photocopying, correspondence and other operational tasks

Identify administrative inefficiencies, filing issues or recurring documentation gaps and raise opportunities to improve processes

About you

Demonstrated experience in administration

Strong organisational skills with the ability to manage competing priorities and meet deadlines

High attention to detail and ability to maintain accurate records and documentation

Positive, can-do attitude with a willingness to learn and support others

Ability to handle confidential information with discretion and professionalism

Competent skills in Microsoft Office applications including Outlook, Word and Excel

Strong written, verbal and interpersonal communication skills

Ability to work independently and collaboratively within a team environment

Current Working with Children Check and satisfactory National Police Check

About us

Qualify delivers education, employment and support services that create real outcomes for individuals and communities. We design innovative, learner centred programs that empower people to achieve their learning and employment goals. Working in partnership with government, employers, and community, Qualify delivers accredited and non‑accredited programs including Skills for Education and Employment (SEE), Career Transition Assistance, and NDIS supports. Our diverse team is united by strong values, compliance excellence, and a deep commitment to inclusive, high-quality service delivery.