Administration Officer

Queensland Corrective Services; Livingstone Shire; On-site; AUD 52,000 - 68,000; Full time

Job summary

Queensland Corrective Services – Etna Creek QLD seeks an administration support officer to assist the General Manager and divisions. You will handle court videoconferencing, visits, accounts payable, trust accounts, and site administration across operations.

You will perform data entry, diary management, correspondence handling and travel bookings, while ensuring confidentiality and secure filing. Experience with SAP and MYOB is advantageous in this public-sector role.

Qualifications

• Data entry and enquiry handling using database programs.
• Diary management, meeting coordination and minute taking.
• Accounts payable, banking and reconciliation duties.
• Familiarity with SAP and MYOB for finance and admin tasks.
• Strong word processing and spreadsheet skills.
• Ability to book travel including accommodation and flights.
• Confidential handling of records and secure filing.

Responsibilities

• Participate in development and evaluation of efficient work systems.
• Perform data entry and enquiry functions on database programs.
• Distribute and register incoming and outgoing correspondence.
• Undertake general administrative duties for management support.
• Book travel including accommodation, car hire and flights.
• Provide advice on general administration aspects of operations.
• Manage invoices, cost codes and approvals.
• Liaise with officers across public and private sectors.
• Ensure timely and prioritized workflow and file security.

Skills

Data entry

Diary management

Accounts payable

Word processing

Spreadsheets

Travel booking

Office software

Administrative support

Tools

SAP

MYOB

Job description

Queensland Corrective Services – Etna Creek QLD

To provide administration support role to their supervisor such as the General Manager, Industries, Offender Development.. The administration functions include, but are not limited to; court videoconferencing, centre personal and professional visits, accounts payable, trust accounts, site administration, industries, offender development and General Manager support.

In this role you will:

• Participate in the development, implementation and evaluation of efficient and effective work systems.
• Perform data entry and enquiry functions on database programs.
• Distribute and register incoming and outgoing correspondence.
• Undertake general administrative duties as requested supporting management including diary management, organising meeting rooms and teleconferences, minute taking, word processing and spreadsheets, answering telephone enquiries, photocopying and faxing.
• Book travel including accommodation, car hire and flights.
• Provide advice on general administration aspects of the area operations.
• Designate cost codes and arrange approval of invoices.
• Liaise with officers at all levels within both public and private sectors in relation to the office activities.
• Manage own workflow by negotiating and confirming work priorities for work completion in consideration of the needs of other officers.
• Efficient time management skills and the ability to prioritise tasks as demands arise and with competing priorities.
• Ensure the security of files and appropriate access to the files by relevant staff and approved external agencies.
• Ensure the confidentiality of all documentation handled and maintain a secure filing system.
• Process professional and personal visitor bookings for the centre.
• Provide information about visitor booking processes and answer queries on the day of the visit.
• Accounts receivable and accounts payable functions in SAP.
• Support stock control functions (MYOB).
• Undertake procurement and financial processing duties requiring financial reporting, purchase orders, corporate card reconciliation, monitoring of transactions and conduct banking as required.
• Control and maintain all monies receipted for prisoner trust funds, prepare necessary documentation for banking of same, including attending to any general enquiries regarding prisoners' trust monies.
• Check and compile weekly prisoner remuneration payments, including the correct payment of the amenities allowance and board and lodging where applicable.
• Prepare discharge documentation relating to any trust monies held, including travel arrangements for prisoners.
• Prepare documentation for valuables and monies for prisoner's transfer, monthly reconciliations and disposal of prisoners' unclaimed cash and valuables.
• Undertake the IT system administrator role providing centre support for the phone and computer systems.
• Provide administration for asset and fleet management.