Reception & Office Operations Specialist

Allambi Care; Newcastle-Maitland; On-site; AUD 26,000 - 40,000; Part time

Benefits offered by this job

Fringe Benefits Tax salary sacrifice

4 weeks annual leave pro rata

Part-time flexibility (2-3 days)

Job summary

Allambi Care is seeking a personable Receptionist to be the first point of contact and coordinate communications across the organisation. The role covers mail handling, calendar management, and frontline reception duties in a busy office environment.

Responsibilities include operating the 3CX system, liaising with staff and external contacts, and ensuring confidentiality and accuracy in all tasks. The position is part-time, with a standard hrs window and annual leave entitlements.

Qualifications

• 1 year minimum experience as Receptionist or similar
• High proficiency with Microsoft Office applications
• Experience managing multiple calendars and phone systems

Responsibilities

• Serve as first point of contact with a welcoming manner
• Receive and distribute mail and faxes; manage mail register
• Coordinate multiple Outlook calendars and schedule appointments

Skills

Microsoft Office

Calendar management

Phone etiquette

Tools

3CX Phone System

Outlook/Teams

Job description

About the Role

Provide the first point of contact for the organisation and coordinate incoming and outgoing communication, directing to appropriate staff. Ensure all administrative equipment is operational and scheduling is accurately completed whilst maintaining utmost confidentiality in all tasks.

Primary duties and responsibilities.

• Provide first point of contact for the organisation with a welcoming nature
• Receiving and distributing mail
• Recording ingoing and outgoing mail and mailing register
• Monitor Australia Post account and stock
• Receive and distribute faxes
• Receiving phone calls, directing phone calls and operating 3CX Phone System
• Communicate clear and accurate messages via Teams/email to relevant staff
• Receive and distribute OCV Reports and Responses, chasing any overdue Responses
• Manage and coordinate multiple Microsoft Outlook Calendars
• Coordinate and monitor security keys
• Monitor and Coordinate stationery supplies
• Always maintain a presentable reception/front office area
• Ensure an accurate inventory of stationery is kept and compile stationery purchase requisitions and place orders for requests
• Place and receive stationery orders
• Coordinate double parking
• Compile first aid audits from houses, place orders and distribute
• Receive first aid order and coordinate correct supplies for placements according to orders
• Maintain and coordinate administrative equipment such as binder, photocopier, phone, laminator, and defibrillator
• Filing
• Receive new employee paperwork, checking all paperwork is submitted
• Coordinate and issue new employees with necessary equipment – AC ID card
• Liaise with current employees
• Liaise with Managers and Stakeholders
• Communicate via email both with internal employees and external organisations
• Identify and communicate to Manager any issues
• Ensure that all relevant legislation and AC polices are abided by and knowledge is current
• Liaise with clients including those with Disabilities and be empathetic to client requirements and needs
• Ensure confidentiality and discretion is used when interacting and fielding phone calls from clients, their families and relatives

Minimum Requirements:

• 1 year experience as a Receptionist or in a similar role
• High level of knowledge in Microsoft Office applications
• Experience in managing multiple calendars and booking/phone systems

What is on offer?

• Part Time Employment (across 2-3 set days per week) with the flexibility of being available for additional days, to cover annual and sick leave.
• Work week to be discussed with the applicant – the business operates during the hours of 8:30am – 5:00pm
• 4 weeks annual leave per year (pro rata)
• Opportunity to receive Fringe Benefits Tax (salary sacrifice) on commencement of employment

Must have these documents if successful

• Current Working with Children Check (for paid employment - can be obtained viahttps://www.service.nsw.gov.au/transaction/apply-working-children-check)
• Current NDIS Worker Check: (can be obtained viahttps://www.service.nsw.gov.au/transaction/ndiswc-apply)
• Current First Aid Certificate (Provide First Aid; Course Code HLTAID003)
• National Police Check (this must be obtained viahttps://www.employmentscreeninggroup.com/au/allambi/)
• Drivers Licence
• Comprehensively insured vehicle
• Two professional references

If you meet the above criteria and you’re interested in contributing to an organisation that values the highest level of quality in everything it sets out to achieve, we want to hear from you!

Please note, applications must include a cover letter addressing above essential criteria and a complete resume including two professional references.

Applications close 9am, Friday 23rd October 2026.

APPLY NOW!!

Allambi Care is an Equal Employment Opportunity (EEO) employer and welcomes applications from people from Aboriginal and Torres Strait Islander, Culturally and Linguistically Diverse (CALD) backgrounds as well as People With a Disability.

We are unable to accommodate visa sponsorship for applicants requiring a visa for this position.