Administration Officer Custodial

Queensland Corrective Services; Somerset Regional; On-site; AUD 55,000 - 75,000; Full time

Job summary

Queensland Corrective Services – Borallon QLD is seeking an Administration Officer to assist the General Manager and Custodial Operations Division with a broad range of clerical tasks. The role involves data entry, accounts payable, travel bookings, visitor arrangements and records management, with emphasis on confidentiality and efficient workflow.

The successful candidate will demonstrate strong organisational and IT skills, ability to liaise with internal and external stakeholders, and a

Qualifications

• Experience in office administration and clerical duties.
• Proficiency with SAP and MYOB for financial processing.
• Ability to manage diary, travel and visitor bookings.

Responsibilities

• Provide administrative support to the supervisor and managers.
• Perform data entry and manage enquiries in database programs.
• Handle accounts payable and prisoner trust funds processes.
• Manage centre administration including diary management and meetings.
• Arrange travel, accommodation, car hire and flights.
• Liaise with internal and external staff on office activities.
• Oversee filing, confidentiality and secure access to documents.
• Provide IT system administration support and asset/fleet administration.

Skills

Data entry

Time management

Communication

Problem solving

Tools

SAP

MYOB

Microsoft Word

Microsoft Excel

Job description

Queensland Corrective Services – Borallon QLD

Southern Region Command, Custodial Operations Division is responsible for the delivery of custodial services across Queensland. People in custody are supervised in either high or low security correctional centres. High security centres provide for the management of adult prisoners held in secure custody correctional centres across Queensland.

In this role you will 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 video conferencing, centre personal and professional visits, accounts payable, trust accounts, site administration, industries, offender development and General Manager support.

The primary accountabilities of the Administration Officer include:

• 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.

The role description provides the minimum requirements for the role. The incumbent may be required to undertake other duties as required outside of these primary accountabilities.

Applications to remain current for 12 months.