Administration Support Officer

Wise Workplace; Melbourne; On-site; AUD 45,000 - 65,000; Full time

Job summary

WISE Workplace is seeking an experienced and highly organised Administration Support Officer to join our team on a permanent basis. This hands-on role provides support across workplace services operations, working closely with Practice Leads, investigators and the broader team to ensure matters are established accurately and documentation is professionally prepared.

The role requires independence, proactive follow-up, and the ability to manage competing priorities while maintaining

Qualifications

• Experience providing high-level administrative support.
• Experience with case management systems and documentation formatting.
• Ability to manage deadlines and administrative workflows with confidentiality.

Responsibilities

• Provide high-level administrative support to the Workplace Services team.
• Set up and maintain new matters in the case management system.
• Prepare and format proposals, correspondence, reports and other documentation.
• Coordinate administrative requirements for new and ongoing matters.
• Monitor administrative workflows and deadlines.
• Process client and contractor invoices and maintain records.
• Support Practice Leads and investigators with admin tasks.
• Identify issues and escalate delays to keep processes running smoothly.

Skills

High attention to detail

Organisational skills

Time management

Communication skills

Independent worker

Team player

Tools

Microsoft Office

Case management system

Job description

WISE Workplace is seeking an experienced and highly organised Administration Support Officer to join our team on a permanent basis.

This is a hands‑on, high-level administration role providing support across our workplace services operations. You’ll work closely with our Practice Leads, investigators and broader team to help ensure matters are established accurately, documentation is professionally prepared, deadlines are monitored and day‑to‑day administrative processes run smoothly.

The position supports workplace investigation matters across their service delivery lifecycle, where accuracy, responsiveness, confidentiality and attention to detail are particularly important. The role requires someone who can work independently, anticipate administrative requirements, proactively follow up on outstanding actions and manage competing priorities.

At WISE Workplace, our purpose is to provide clients with timely, reliable, accurate and independent information that supports well‑informed decision‑making. Our values centre on making a difference, challenging ourselves, communicating honestly, working as a team and caring about the people we work with.

This is an opportunity to join a professional and collaborative environment in a role where strong administration genuinely makes a difference to the quality and efficiency of our services.

What you’ll be doing

Your responsibilities will include:

• Providing high‑level administrative support to the Workplace Services team
• Setting up and maintaining new matters in our case management system
• Preparing and formatting proposals, correspondence, reports and other documentation
• Coordinating administrative requirements for new and ongoing matters
• Monitoring administrative workflows, deadlines and outstanding actions
• Monitoring email admin inbox
• Assisting with the administrative processing and quality checking of investigation reports
• Maintaining accurate case, financial and workflow records
• Processing client and contractor invoices
• Assisting with case audits and compliance administration
• Liaising with clients on routine administrative matters and ensuring enquiries are directed appropriately
• Providing administrative support to Practice Leads and investigators
• Identifying administrative issues or potential delays and escalating these appropriately
• Supporting improvements to administrative processes and systems

About you

This role would suit an experienced administration professional who enjoys being across the detail and providing dependable support in a busy professional environment.

You’ll ideally bring

• Excellent organisation and time‑management skills
• A high level of attention to detail and accuracy
• Strong written and verbal communication skills
• Confidence preparing professional correspondence and documentation
• The ability to manage competing priorities and deadlines
• Strong computer and systems skills
• The ability to work independently while also being a collaborative team member
• Sound judgement and discretion when handling sensitive and confidential information
• The ability to give and receive feedback openly, respectfully and constructively, with a genuine willingness to learn and improve

If you’re an experienced administrator who takes pride in being organised, dependable and one step ahead, we’d love to hear from you.

As part of our recruitment process, shortlisted candidates may be required to complete practical, real‑time administration tasks or assessments designed to demonstrate the skills required for the role.