Administration Officer

Supporting Your Independence; Forster; On-site; AUD 55,000 - 75,000; Full time

Job summary

Supporting Your Independence is seeking an experienced General Administration professional to provide daily support to the Management Team in a busy environment in Australia. Responsibilities include handling calls and emails, preparing documents, maintaining electronic records and ensuring proper filing and confidentiality across participant, staff and organisational records.

The role covers meeting coordination, training support, procurement records, property and vehicle document management,

Qualifications

• Administrative assistance abilities
• Communication and interpersonal skills
• Record-keeping and filing proficiency
• Attention to detail and confidentiality

Responsibilities

• Provide day-to-day administrative support to the Management Team.
• Manage general telephone, email and administrative enquiries and direct matters to the appropriate person.
• Prepare letters, correspondence, reports, forms, templates and other organisational documents.
• Maintain accurate electronic records and filing systems.
• Ensure documents are appropriately named, filed, stored and accessible to authorised personnel.
• Assist with printing, scanning, filing and distribution of documentation.
• Maintain office supplies, stationery and general administrative resources.
• Assist with meeting preparation, agendas, minutes and follow-up actions where required.
• Assist with meeting/training room bookings, catering, setup and facilitation.
• Support the coordination of organisational meetings, appointments and events.
• Create and maintain participant administrative records within approved organisational systems.
• Assist with participant intake and service commencement documentation.
• Support the preparation and distribution of participant correspondence.
• Update participant contact information and stakeholder details when changes are received.
• Assist with maintaining participant folders and property documentation.
• Ensure participant information is handled confidentially and only accessed or disclosed where authorised.
• Assist with recruitment administration.
• Assist with interview scheduling and correspondence.
• Support the maintenance of organisational compliance registers.
• Assist with preparation and collation of documentation for internal and external audits.
• Support the maintenance of Continuous Quality Improvement records and registers.
• Assist with maintaining complaints, feedback and incident administration records where authorised.
• Escalate identified documentation gaps or compliance concerns to management.
• Maintain training attendance and completion records.
• Where authorised:
• Support the collection and organisation of information required for participant billing and accounts administration.
• Maintain accurate administrative records relating to purchases and expenses.
• Assist with reconciliation and supporting documentation where required.
• Maintain strict confidentiality regarding participant, employee and organisational financial information.
• Maintain administrative records relating to SIL properties and organisational vehicles.
• Assist with property maintenance requests and maintain records of reported maintenance.
• Coordinate communication with property managers, landlords, contractors and suppliers when directed.
• Maintain property-related documentation including leases, utilities, maintenance records and relevant compliance documentation.
• Maintain vehicle registration, servicing and insurance records.
• Monitor relevant expiry and renewal dates and notify management in advance.
• Assist with coordinating repairs, servicing and maintenance as authorised.
• Coordinate the scheduling of the following
• Annual Pest Inspections
• First Aid Kit Inspection and Restocking
• Fire Equipment Servicing and Maintenance
• Maintain professional communication with participants, families, employees and external stakeholders.
• Direct enquiries to the correct member of the Management Team.
• Ensure communication is clear, respectful and consistent with SYI expectations.
• Maintain confidentiality when handling participant and employee information.
• Assist with organisational announcements and communications as directed by management.
• Record and elevate complaints, concerns or safeguarding matters immediately through the appropriate organisational pathway rather than attempting to independently resolve matters outside the scope of the role.
• Maintain accurate, complete and current records.
• Follow approved document naming and filing conventions.
• Ensure superseded documents are appropriately archived where required.
• Maintain appropriate version control for organisational documents.
• Protect confidential and sensitive information from unauthorised access.
• Ensure records are retained in accordance with organisational and legislative requirements.
• Never remove, alter, destroy or disclose organisational records without appropriate authority.

Job description

General Administration

Provide day-to-day administrative support to the Management Team.

Manage general telephone, email and administrative enquiries and direct matters to the appropriate person.

Prepare letters, correspondence, reports, forms, templates and other organisational documents.

Maintain accurate electronic records and filing systems.

Ensure documents are appropriately named, filed, stored and accessible to authorised personnel.

Assist with printing, scanning, filing and distribution of documentation.

Maintain office supplies, stationery and general administrative resources.

Assist with meeting preparation, agendas, minutes and follow-up actions where required.

Assist with meeting/training room bookings, catering, setup and facilitation.

Support the coordination of organisational meetings, appointments and events.

Participant Administration

Create and maintain participant administrative records within approved organisational systems.

Assist with participant intake and service commencement documentation.

Support the preparation and distribution of participant correspondence.

Update participant contact information and stakeholder details when changes are received.

Assist with maintaining participant folders and property documentation.

Ensure participant information is handled confidentially and only accessed or disclosed where authorised.

Recruitment and Onboarding Support

Assist management and Human Resources with recruitment administration.

Assist with interview scheduling and correspondence.

Compliance and Quality Administration

Support the maintenance of organisational compliance registers.

Assist with preparation and collation of documentation for internal and external audits.

Support the maintenance of Continuous Quality Improvement records and registers.

Assist with maintaining complaints, feedback and incident administration records where authorised.

Escalate identified documentation gaps or compliance concerns to management.

Training Administration

Maintain training attendance and completion records.

Finance and Accounts Administration

Where authorised:

Support the collection and organisation of information required for participant billing and accounts administration.

Maintain accurate administrative records relating to purchases and expenses.

Assist with reconciliation and supporting documentation where required.

Maintain strict confidentiality regarding participant, employee and organisational financial information.

Property Compliance and Vehicle Administration

Maintain administrative records relating to SIL properties and organisational vehicles.

Assist with property maintenance requests and maintain records of reported maintenance.

Coordinate communication with property managers, landlords, contractors and suppliers when directed.

Maintain property-related documentation including leases, utilities, maintenance records and relevant compliance documentation.

Maintain vehicle registration, servicing and insurance records.

Monitor relevant expiry and renewal dates and notify management in advance.

Assist with coordinating repairs, servicing and maintenance as authorised.

Coordinate the scheduling of the following

• Annual Pest Inspections
• First Aid Kit Inspection and Restocking
• Fire Equipment Servicing and Maintenance

Communication and Stakeholder Support

Maintain professional communication with participants, families, employees and external stakeholders.

Direct enquiries to the correct member of the Management Team.

Ensure communication is clear, respectful and consistent with SYI expectations.

Maintain confidentiality when handling participant and employee information.

Assist with organisational announcements and communications as directed by management.

Record and elevate complaints, concerns or safeguarding matters immediately through the appropriate organisational pathway rather than attempting to independently resolve matters outside the scope of the role.

Document and Records Management

Maintain accurate, complete and current records.

Follow approved document naming and filing conventions.

Ensure superseded documents are appropriately archived where required.

Maintain appropriate version control for organisational documents.

Protect confidential and sensitive information from unauthorised access.

Ensure records are retained in accordance with organisational and legislative requirements.

Never remove, alter, destroy or disclose organisational records without appropriate authority.