Administration Officers

Council Jobs; Newcastle-Maitland; On-site; AUD 42,000 - 47,000; Full time

Benefits offered by this job

Generous leave entitlements

Flexible work options

Long service leave

Paid Parental Leave (14 weeks)

Defence Service Leave

PSCare Day

Employee assistance program

On-site parking

Job summary

Port Stephens Council’s Children's Services team is seeking two Administration Officers to connect families with early childhood programs, including Outside School Hours Care, Family Day Care and Mobile Preschool.

Two permanent roles (part-time 21h/w) and (full-time 35h/w) with flexible options are available, based at the PSC Administration Building, Raymond Terrace. Certificate III and WWCC are preferred; MS Word/Excel skills and strong organisational abilities are essential.

Qualifications

• Demonstrated multi-tasking and process-driven administration experience.
• Strong communication and customer service skills.
• Proven time management and prioritisation abilities.

Responsibilities

• Manage OOSH enrolment process, bookings and schedule changes.
• Process payments and perform banking/credit card reconciliations.
• Investigate statement discrepancies and guide CCS/ISP queries.
• Collaborate with educators, liaise with government bodies, maintain accurate records.

Skills

Multi-tasking

Customer service

Time management

Attention to detail

Team collaboration

Education

Certificate III

Tools

Microsoft Word

Microsoft Excel

Job description

A great lifestyle in a treasured environment, this is life at PSC!

The opportunity

Our Children's Services team is looking for two proactive and motivated Administration Officers to join our close-knit and collaborative team of four. In this fast-paced and rewarding role, you will be the vital link connecting local families with our essential early childhood programs, including Outside School Hours Care (OOSH), Family Day Care, and Mobile Preschool. This is a position where you won't just push paper; you will actively troubleshoot queries, manage complex billing and ensure our community receives seamless empathetic support.

Working dynamically within a shared inbox alongside two supportive colleagues and your team leader, your days will be highly varied as you take ownership of the OOSH enrolment process, seamlessly managing bookings, schedule changes and variations in care. Financial administration is a core part of this role, requiring you to process payments and manage banking and credit card reconciliations for the wider Children's Services team. Beyond routine tasks, you will act as a problem-solver for our community by diving into data to investigate statement discrepancies, confidently guiding families through billing variations, and navigating Child Care Subsidy (CCS) and Inclusion Support Program (ISP) queries. You will also partner with educators to streamline their admin, liaise with government bodies and maintain immaculate, traceable records so your colleagues can easily pick up where you left off.

About the Team

We offer a workplace culture that genuinely values your input. We operate in a collaborative environment where we are always open to fresh ideas and better ways of doing things. We also love to see our people succeed, offering genuine pathways for career progression into Team Leader roles or broader administrative opportunities across the Council. By joining us, every task you complete will directly support and shape the lives of families in our local government area.

There are two permanent opportunities:

• There is one part-time opportunity available working 21 hours per week + access to a flexible working arrangement. Preferred days are Tuesday, Thursday and Friday, however we are open to other arrangements.
• Base Salary Range: $42,199 - $46,558 pa based on 21 hours / week + 12% superannuation + $1,537 retention allowance
• There is one full-time opportunity available working 35 hours per week + access to a flexible working arrangement.
• Base Salary Range: $70,332 - $77,597 pa based on 35 hours / week + 12% superannuation + $2,562 retention allowance
• You will be working from PSC Administration Building, Raymond Terrace

The key responsibilities within this role are listed within the position description.

We're all about putting the right people, in the right role! Here's what we're looking for:

• Certificate III and/or studying in a relevant field and/or sound proven experience in a similar children services role
• Hold a cleared National Police Check and a valid NSW Working with Children Check (WWCC) prior to commencement
• Demonstrated experience in multi-tasking and process-driven administration, including intermediate proficiency in Microsoft Word and Excel, and the ability to quickly adapt to new software and childcare management systems
• Effective time management and prioritisation skills, with a proactive mindset and the ability to maintain strong attention to detail while managing a busy workload
• Demonstrated communication skills including confident verbal customer service over the phone, the ability to collaborate closely within a small team and the discretion to handle sensitive family conversations with care

This is life at PSC!

• Work/Life balance with generous leave entitlements, flexible work options and leave in lieu
• Long service leave when you've been with us for just over 5 years
• Health & Wellbeing leave to recharge when you need it
• Industry leading Paid Parental Leave accessible for all employees - regardless of how you became a parent, we offer 14 weeks that can be taken within 2 years from the birth, adoption, or long-term foster care of your child.
• Access to Defence Service Leave for Reservists continuing their defence service
• PSCare Day available to all employees to take in addition to your regular leave entitlements
• Confidential support (including mental health) through our employee assistance program
• Award winning health and wellbeing program PSCare, Workers Health Initiative with access to a broad range of gyms in the area, and discounted health insurance
• Free parking on site and a convenient local shopping centre
• Coffee and food to keep you sustained at our on-site café

And lots more…

Enough about us, we want to hear about you! So tell us about…

• Why you want this role and how it aligns with your career goals?

Contact: Beth Dwyer, Team Leader - Administration on 4988 0493

We're a 2026 Circle Back Initiative Employer – we commit to respond to every applicant

We've partnered with the Veterans Employment Program to support veterans finding suitable, sustainable and meaningful employment

Port Stephens Council adheres to the principles of a child safe organisation and supports children and young people having a safe and welcoming experience in our community, accessing our facilities and in our care

We acknowledge the Worimi Peoples as the original Custodians and inhabitants of Port Stephens. May we walk the road to tomorrow with mutual respect and admiration as we care for the beautiful land and waterways together