Administrative Assistant | Full Time

Ipswich Cemeteries; Willowbank; On-site; AUD 60,000 - 70,000; Full time

Job summary

Ipswich Cemeteries is seeking a skilled Administrative Assistant to join our close-knit team in a permanent role, Monday–Friday, 8:00am–4:00pm, with occasional extra hours. You will support daily operations at the cemetery and crematorium, handling reception, bookings, and records with professionalism and empathy.

You will work with the Office Manager, interact with families, funeral directors and colleagues, and use MS Office and Xero.

Qualifications

• Minimum 3 years’ experience in office administration.
• Proficient in MS Office and Xero.
• Strong communication and interpersonal skills.

Responsibilities

• Provide professional reception services across phone, email, and front desk.
• Coordinate burial, cremation, chapel, and catering bookings with funeral directors.
• Maintain databases and accurate manual records (handwritten registers).
• Manage office supplies and general administration (filing, copying, archiving).
• Prepare invoices and process payments in Xero.
• Operate the chapel audio/visual system.
• Ensure facilities are cleaned and prepared between services.

Skills

Attention to detail

Empathy

Clear communication

Multitasking

Tools

MS Office

Xero

Job description

Ipswich Cemeteries (Norwood Park Pty Ltd) proudly operates Ipswich Crematorium and four cemeteries throughout the Ipswich region. We are seeking a skilled, motivated and compassionate Administrative Assistant to join our close-knit team in a permanent role Monday–Friday (8:00am–4:00pm), with occasional additional hours as required.

This position plays a vital role in supporting the daily operations of our cemetery and crematorium through a wide range of reception and administrative duties. You will work closely with our Office Manager and interact with grieving families, funeral directors, and industry professionals, requiring a high level of professionalism, empathy, and discretion.

To help us understand your suitability for this unique and important role, please answer the following three questions in your cover letter:

Can you describe an experience where you had to balance accuracy, attention to detail, and compassion when assisting a member of the public during a difficult or sensitive moment?
(This helps us understand your ability to support grieving families while maintaining administrative precision.)

In a role that requires multitasking—such as handling phone enquiries, processing bookings, and managing records—what strategies do you use to prioritise tasks and stay organised under time pressure?
(This gives insight into your workflow, time management, and capability to handle diverse responsibilities.)

This position involves both computer-based and handwritten record keeping, including the use of MS Office and Xero. Can you provide examples of your experience with these tools and your confidence in learning new systems?
(This helps us assess your technical skills and adaptability.)

About the Role

Key responsibilities include, but are not limited to:

• Providing professional reception services across phone, email, and front desk
• Coordinating burial, cremation, chapel, and catering bookings with funeral directors
• Maintaining databases and accurate manual records, including handwritten burial registers
• Managing office supplies and general administration (filing, copying, archiving)
• Preparing invoices and processing payments in Xero
• Operating the chapel audio/visual system
• Ensuring facilities are respectfully cleaned and prepared between services

About You

• Minimum 3 years’ experience in office administration
• Excellent written and interpersonal communication skills
• A professional and warm phone manner
• Strong attention to detail, versatility, and the ability to show initiative
• Neat handwriting and strong computer literacy
• The ability to multitask, meet deadlines, and manage workflow calmly
• A sympathetic nature and the ability to support grieving families
• A current Driver’s Licence and reliable vehicle (essential)
• Current National Police Clearance, or willingness to obtain (essential)
• A team-focused attitude with the ability to follow direction