Administration Assistant

UCA Lifeline Mid Coast NSW; Port Macquarie; On-site; AUD 34,000 - 44,000; Part time

Benefits offered by this job

Salary packaging

Professional development opportunities

Flexible working environment

Job summary

Lifeline Mid Coast NSW is seeking a part-time Administration Assistant to support our Port Macquarie office. This on-site contract role (3 days a week) runs 9am–5pm on Mondays, Tuesdays and Fridays, assisting the team that supports the community.

Reporting to the Operations & Compliance Manager, you will be the first point of contact for visitors and callers, manage onboarding and keep office operations running smoothly.

Qualifications

• Experience in administration, reception or office support.
• Ability to stay organised and prioritise tasks.
• Good written and verbal communication.
• Confidence with Outlook, Excel and Word; able to learn new systems.

Responsibilities

• Greet visitors, answer calls, direct people to the right team.
• Manage inbox, reply to routine enquiries and flag urgent matters.
• Handle volunteer onboarding and background checks; maintain records.

Skills

Administration

Reception

Organisational skills

Communication

Tools

Outlook

Excel

Word

Job description

Part-time Contract Associate

Description

Be the welcoming face and steady hand behind our team.

Lifeline Mid Coast is looking for a reliable, organised Administration Assistant to keep our Port Macquarie office running smoothly. This is a part-time, on-site contract role (3 days a week for 6 months), working 9am to 5pm on Mondays, Tuesdays and Fridays, supporting the team who support our community.

About the Role

Reporting to the Operations & Compliance Manager, you'll be the first point of contact for visitors, callers and volunteers, and you'll keep the office, shops and volunteer onboarding running behind the scenes.

What You'll Do

Reception and communication

• Greet visitors, handle walk-in and donation enquiries, and direct people to the right team
• Answer and divert phone enquiries, take messages and check voicemail
• Follow our escalation process and provide Lifeline 13 11 14 for anyone in distress
• Monitor the inbox, reply to routine enquiries and flag urgent matters to the manager
• Review and progress new volunteer applications through the onboarding stages on Rosterfy, our volunteer management system
• Lodge and follow up background checks, handling all information confidentially
• Keep volunteer databases and tracking sheets accurate and up to date
• File onboarding paperwork securely

Shop and finance administration

• Collect, check and file daily sales summaries from each shop
• Record and file waste receipts

Office and facilities

• Keep reception and the office tidy and well stocked
• Complete the weekly grocery shop and manage bins
• Liaise with cleaners and contractors, log maintenance and book vehicle services

Events and team culture

• Coordinate bookings and scheduling for meetings and events
• Track birthdays and milestones and organise cards and small gifts

What We're Looking For

• Experience in administration, reception or office support
• A warm, professional manner
• Strong organisation and the ability to prioritise
• Good written and verbal communication
• Confidence with Outlook, Excel and Word, and comfort learning new systems
• Attention to detail and accurate record-keeping
• Discretion with confidential and personal information
• Calm and empathy when dealing with distressed people
• Reliability, initiative and a team-first attitude
• A current Fit2Work background check, or willingness to complete one
• Experience in the not-for-profit, community services or mental health sector is highly regarded

Why Join Lifeline Mid Coast?

• Increase your take-home pay with salary packaging
• Meaningful work that changes lives
• Professional development opportunities
• A flexible and collaborative working environment