Administration Assistant

Ashdown People; Newcastle City Council; On-site; AUD 83,000 - 103,000; Full time

Job summary

Ashdown People in Newcastle is seeking an Assistant Project Officer for a 3-month assignment to provide operational support across multiple business functions, manage records, and assist with TRIM recordkeeping. The role is office-based with 35 hours per week and a fortnightly presence requirement.

You will contribute to records management, SharePoint administration, financial processing, and stakeholder liaison, delivering accurate documentation, data reporting, and process improvements while

Qualifications

• Demonstrated experience in a high-volume administrative or business support environment.
• Strong organisational skills with the ability to manage multiple priorities and meet competing deadlines.
• Excellent written and verbal communication skills.
• Proven ability to maintain accurate records and manage confidential information.
• Strong attention to detail and commitment to quality outcomes.
• Experience providing customer-focused administrative support and stakeholder liaison services.
• Ability to work independently and as part of a team.

Responsibilities

• Provide operational support across multiple business functions.
• Coordinate and manage records and information management processes.
• Maintain TRIM and SharePoint records, ensuring information is accessible, current and compliant.
• Process and monitor financial transactions, payments, reconciliations, accruals and purchasing activities.
• Manage stakeholder enquiries and correspondence, ensuring timely responses and resolution of routine matters.
• Produce reports, data extracts and administrative documentation to support operations.

Skills

High-volume administration

Recordkeeping

Stakeholder liaison

Communication (written & verbal)

Independent work

Tools

Excel

Word

Outlook

Teams

SharePoint

TRIM

Job description

Assistant Project Officer

Duration: 3 Months from start
Rate: $69.89/hr + Super
Location: Newcastle
Work Model: 5 days per fortnight in office (subject to requirements)

• Provide operational support across multiple business functions


• Coordinate and manage records


• Experience with TRIM recordkeeping

Role Context and Description

This role operates within a high-volume administrative environment and provides operational support across multiple business functions. Contrary to the current project-focused role description, the primary responsibilities are administrative in nature and involve the coordination, maintenance and monitoring of ongoing business processes rather than project delivery.

The position manages a broad range of administrative functions including records and information management, SharePoint administration, TRIM recordkeeping, maintenance of operational registers, processing financial transactions, monitoring workflows, stakeholder liaison, reporting activities, and coordinating business support services.

The successful applicant will be highly organised, able to manage competing priorities, possess strong attention to detail, and demonstrate the ability to work independently while maintaining excellent customer service and stakeholder engagement.

Role Deliverables

• Maintain and administer operational registers, databases and business systems.


• Coordinate and manage records and information management processes in accordance with organisational policies and legislative requirements.


• Maintain accurate TRIM and SharePoint records, ensuring information is accessible, current and compliant.


• Process and monitor financial transactions, payments, reconciliations, accruals and purchasing activities.


• Manage stakeholder enquiries and correspondence, ensuring timely responses and resolution of routine matters.


• Produce reports, data extracts and administrative documentation to support business operations and decision-making.


• Monitor workflow activities and follow-up actions to ensure deadlines and service standards are met.


• Assist with the administration of property, maintenance and operational programs through accurate record keeping and data management.


• Contribute to continuous improvement initiatives by identifying opportunities to streamline administrative processes and improve business efficiency.

Hours of Work

• Full-time position.


• 35 hours per week.


• Standard Homes NSW flexible working arrangements apply, subject to operational requirements.

Skills Requirements / Qualifications

Essential Skills and Experience

• Demonstrated experience in a high-volume administrative or business support environment.


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


• Excellent written and verbal communication skills.


• Proven ability to maintain accurate records and manage confidential information.


• Strong attention to detail and commitment to quality outcomes.


• Experience providing customer-focused administrative support and stakeholder liaison services.


• Ability to work independently and as part of a team.

Technical Skills

• Advanced proficiency in Microsoft Office applications, including:
  
  
  
  • Excel
  
  
  • Word
  
  
  • Outlook
  
  
  • Teams
  
  
  • SharePoint
  
  
  
  


• Experience maintaining electronic records management systems, including TRIM or equivalent recordkeeping systems.


• Experience working with databases, registers, financial systems and workflow management tools.


• Ability to analyse information, generate reports and maintain data integrity across multiple systems.

Desirable

• Knowledge of records and information management principles and practices.


• Experience in government, housing, property, asset management or related administrative environments.


• Understanding of procurement, financial processing and business administration functions.