Administration Officer

Queensland Ambulance Service; Rockhampton Regional; On-site; AUD 55,000 - 75,000; Full time

Job summary

Queensland Ambulance Service – Parkhurst QLD is seeking an Administration Officer to provide efficient and confidential admin support to the regional office. You will respond to enquiries, maintain databases, manage records, assist with financial and HR processing, and support project delivery and planning.

In this role you will engage with QAS staff and external clients, handle sensitive information, coordinate meetings, travel arrangements and ensure documentation meets style and security

Responsibilities

• Provide high standard administrative support to the regional office and senior management, including handling confidential information
• Assist with HR activities for the region, quality checking forms and maintaining HR records
• Process invoices for payment and assist with monthly reconciliations and financial reports
• Coordinate, prepare and distribute documents including letters, emails, briefs and reports, ensuring style guide compliance
• Assist with correspondence management and distribution
• Liaise with staff and stakeholders to ensure timely information for business activities
• Manage records and filing systems, ensure security and accuracy of electronic records
• Support travel arrangements, meeting planning and catering as required
• Prepare meeting agendas and minutes, distribute and follow up
• Manage databases and information systems and support training program administration
• Escalate issues to regional officers or managers as required

Job description

Queensland Ambulance Service – Parkhurst QLD

The Administration Officer provides efficient and confidential administrative support to the region. The role is required to respond to enquiries from internal and external clients; maintain and update databases and other information systems; undertake record management duties; assist with financial and human resource management processing activities; provide support for project delivery; and assist with strategic and operational planning and implementation processes.

• Provide a high standard of administrative support to the regional office and regional senior management, including handling confidential and sensitive information.
• Assist with a range of human resource (HR) activities for the region, including quality checking forms, sending and tracking forms to be processed by Queensland Shared Services (QSS), following up on staff movements identified in monthly HR reports, and maintaining HR records.
• Purchase goods and services as directed, process invoices for payment, assist corporate card holders with monthly reconciliations and maintain the relevant filing systems, and assist with the formatting of financial reports for follow up and verification.
• Coordinate, prepare and distribute a range of documentation including letters, emails, briefs and reports, ensuring that all documentation meets departmental style guide requirements, is provided within required timeframes and the security and confidentiality of the documentation is managed appropriately.
• Assist with the research and preparation of correspondence and provide support with the management of incoming correspondence by distributing and actioning as required.
• Liaise effectively and maintain positive relationships with QAS staff, clients and key stakeholders to ensure that any information required in relation to the business activities of the region is provided in a timely manner.
• Manage records and documentation including office filing systems and bring-up reminder systems. Maintain the security and confidentiality of hard copy files and ensure that electronic filing systems are also secure, up-to-date, accurate and operating effectively.
• Comply with all departmental policies, procedures, standards and timeframes and ensure all finance and HR related activities are conducted in line with the QAS Financial Management Practice Manual and relevant delegation manuals.
• Schedule and plan meetings, forums and events both internally and externally; book appropriate rooms and venues; make necessary travel arrangements; and arrange catering as required.
• Prepare meeting agendas and action sheets, record meeting minutes and distribute and follow up as required.
• Manage the maintenance, reporting and currency of QAS databases and information management systems as required.
• Liaise with functional areas to ensure the effective organisation of training programs and activities within the region.
• Escalate issues as required to other officers or managers within the region.

Applications to remain current for 12 months.