Administration Support Officer

CFA; Hamilton; On-site; AUD 59,000 - 72,000; Full time

Benefits offered by this job

Hybrid work options

Flexible work arrangements

Paid parental leave

Generous leave provisions

Health Ready programs

Job summary

Country Fire Authority in Hamilton is seeking a full-time, fixed-term Administration/Secretarial professional for District 5 Hamilton. You will provide efficient admin and customer service support in a fast-paced environment, working independently while supporting managers and staff to ensure smooth operations.

Key responsibilities include managing tasks, drafting communications, coordinating diaries and travel, maintaining records, and handling basic financial tasks with CFA standards.

Qualifications

• Relevant administration skills and experience.
• Excellent computer literacy (MS Office, databases; SAP highly regarded).
• Good interpersonal skills and ability to build key stakeholder relationships.
• Good communication and customer service skills.
• Demonstrated organisational and time-management skills.
• Ability to work proactively with minimal supervision and in a team.
• Ability to draft standard documents, correspondence and reports.

Responsibilities

• Manage administrative tasks efficiently, prioritising issues as required.
• Deliver high-quality customer service to internal and external clients, including drafting correspondence and communications.
• Build and maintain cooperative relationships with stakeholders to ensure timely and professional handling of matters.
• Prepare and manage documents such as letters, memos, presentations, reports, minutes, and briefing notes.
• Collate information, conduct research, and support data management activities.
• Coordinate diaries, travel, and meeting schedules, including agenda preparation, venue setup, catering, minute-taking, and follow-ups.
• Maintain records, databases, and filing systems, including electronic administration.
• Undertake basic financial tasks, including purchase orders, and ensure compliance with CFA standards.
• Procure stationery and other required goods.

Skills

Administration

MS Office

Databases

SAP

Interpersonal skills

Communication

Time management

Drafting documents

Tools

SAP

MS Office

Job description

• Job Function: Administration / Secretarial
• Work Type: Fixed term - full time

About this role

• Location | South West Region – Hamilton District 5
• Full Time | Fixed Term to 12 February 2027
• PTA 2 | $65,457 pa plus 12% superannuation

CFA is an emergency service that places the community at the centre of everything we do. We work to protect lives and property across Victoria, every hour of the day.

Our organisation is made up of employees working alongside more than 51,000 volunteers. We value the different skills, experience and viewpoints that people bring, because they strengthen how we operate and support the services Victorians rely on.

We aim to be a workplace where people feel supported to do meaningful work, develop professionally and contribute to outcomes that matter to the people and places we serve.

To learn more about who we are and the work we do, visit our About Us page.

About the Role

District 5 Hamilton has a full time, fixed term opportunity available. You will provide efficient and effective administrative and customer service support in a fast-paced environment. This role requires working independently while supporting managers and staff to ensure smooth operations.

Key Responsibilities:

• Manage administrative tasks efficiently, prioritising issues as required.
• Deliver high-quality customer service to internal and external clients, including drafting correspondence and communications.
• Build and maintain cooperative relationships with stakeholders to ensure timely and professional handling of matters.
• Prepare and manage documents such as letters, memos, presentations, reports, minutes, and briefing notes.
• Collate information, conduct research, and support data management activities.
• Coordinate diaries, travel, and meeting schedules, including agenda preparation, venue setup, catering, minute-taking, and follow-ups.
• Maintain records, databases, and filing systems, including electronic administration.
• Undertake basic financial tasks, including purchase orders, and ensure compliance with CFA standards.
• Procure stationery and other required goods.

About you

The successful candidate will bring:

• Relevant administration skills and experience
• Excellent computer literacy skills (including MS Office and databases, SAP highly regarded)
• Good interpersonal skills and ability to build good working relationships with key stakeholders
• Good communication and customer service skills
• Demonstrated organisational and time-management skills
• Ability to work proactively, with minimal supervision and to work effectively as a member of a team
• Ability to draft standard documents, correspondence and reports to a professional standard

Why choose CFA

• Meaningful Purpose: Your contribution truly makes a difference
• Work-Life Balance: Paid parental leave, generous leave provisions
• Flexibility: Hybrid work options with flexible work arrangements
• Discounts: Emergency Memberlink discounts on various services
• Wellbeing Focus: Health Ready programs, flu vaccinations
• Member Assistance Program: Access support across 8 service pathways

Pre-employment Checks

Offers of employment will only be made to candidates who are able to successfully complete a Nationally Coordinated Criminal History Check, Working Rights Check and hold a valid Working with Children Check. You will also be required to provide at least two professional references.

CFA is committed to creating and maintaining a diverse, inclusive, and safe volunteer and work environment. Our aim is to have a volunteer and paid workforce that reflects the community it serves. First Nations people, women, people of all ages, with disabilities and culturally and linguistically diverse people are encouraged to apply.

If at any stage of the recruitment and selection process you require an alternative format to the application material or reasonable adjustment to the interview arrangements, please don't hesitate to contact the person listed on the ad or alternatively, email [e-mail]

The Country Fire Authority (CFA) values your privacy. We will use the information you provide when you are applying for employment with us for the purpose of recruitment, selection, evaluation and appointment and to report on anonymised key metrics (e.g. diversity). The information we collect will be handled in accordance with privacy laws, including the Privacy and Data Protection Act 2014. You can view our Privacy Statement here . For access and correction of the information we have collected, contact [e-mail]

Job details

Job Reference:

Job Reference: VG/1950192

Location:

Location: Hamilton

Work Type:

Work Type: Fixed term - full time

Job Function:

Job Function: Administration / Secretarial

Classification:

Salary Range:

Salary Range: See Advertisement

Job Duration:

Job Duration: to 12/02/2027 (internal temp transfer replacement)