Receptionist & Office Administrator - Northwest

Odyssey House VIC; Melbourne; On-site; AUD 40,000 - 65,000; Part time

Benefits offered by this job

Annual leave loading (17.5%)

Salary packaging options

Flexible hours

Job summary

Odyssey Victoria is seeking a Receptionist & Office Administrator to provide streamlined administrative and reception support to our Footscray-based site. The role involves greeting visitors, handling calls, coordinating bookings, processing invoices, and supporting facilities tasks.

Part-time 0.8 FTE with flexible hours, based in Footscray, offering 17.5% annual leave loading and salary packaging options. This position supports program delivery and requires a proactive, customer-focused

Qualifications

• Experience in office administration, including confidentiality and privacy protocols.
• Experience with petty cash and invoice coding.
• Strong organisational and communication skills, both verbal and written.
• Ability to work independently and take initiative.

Responsibilities

• Greet visitors and clients and notify staff of arrivals.
• Answer telephone calls in a courteous and timely manner.
• Direct enquiries to the appropriate service.
• Maintain a clean and inviting reception area and supply brochures.

Skills

Reception duties

Customer service

Organisation & communication

Independent & proactive

Team collaboration

Front desk handling

Job description

Part-time (0.8 FTE), Permanent

Based in Footscray.

17.5% annual leave loading and generous salary packaging options

Flexible hours available, can be worked over4 or 5 days as agreed by with manager

About Odyssey Victoria

Odyssey Victoria (OV) is a place of hope and positive change for individuals working towards breaking their pattern of addiction. At Odyssey Victoria we believe that every person should have the opportunity to change and grow. Our diverse teams work with individuals, families, and communities to reduce alcohol and other drug (AOD) use, improve mental health, and reconnect people to their family and the community. OV is a dynamic and fast-growing organisation committed to excellence in service provision and innovation in responding to alcohol and other drugs use problems.

Role Purpose

The key purpose of the Receptionist & Office Administrator position is to coordinate and provide an effective administrative and reception service to complement program delivery. The Receptionist & Office Administrator is responsible for coordinating a range of administrative tasks, reception duties and other office support tasks.

Key areas of focus

• Undertake general client reception duties including but not limited to: Greeting visitors and clients and notifying relevant staff of arrivals Answering telephone calls in a courteous and timely manner
• Responding to, and directing, enquiries to the appropriate service
• Maintaining a clean and inviting environment at reception
• Maintaining a supply of current brochures for client reference
• Accepting and distributing deliveries to relevant staff members
• Sorting and distributing mail and maintaining the mail register
• Other general client reception duties as required
• Maintaining admin files, storage, disposal and filing systems in accordance with Odyssey Victoria Document Control Policy including log books, financial documents etc.
• Maintain client and staff areas, ensuring they are functional and well presented
• Managing the room, vehicle, EV charger and other online booking systems for the Footscray site
• Distributing incoming and outgoing correspondence and other relevant information / messages
• Controlling and balancing petty cash for the relevant site
• Invoice preparation and coding for approval and processing.
• Assisting the Facilities & Fleet Coordinator to maintain the Northwest fleet cars as needed, including arranging cleaning and updating log books.
• Assist in the coordination of Footscray hub site leadership meetings, including but not limited to, scheduling, recording meeting minutes and updating agenda with progress on action items.
• Coordinate the creation and updating of process documents (emergency procedures, site-based manuals, documents regarding responding to aggressive clients etc.) and in conjunction with on site management, implement the new or revised process.
• Assisting the Facilities & Fleet Coordinator to arrange and manage Footscray Hub site repairs and maintenance if required.
• Liaising with Property Managers and tradespersons around facility maintenance for relevant sites if required.
• Coordinate communication with other tenants and neighbors regarding site based matters.

Key Selection Criteria

• Demonstrated knowledge and experience in office administration, including knowledge of confidentiality and privacy protocols, record keeping methods and administrative procedures.
• Experience with basic financial administration, ie petty cash and invoice coding.
• Strong organisational and highly developed communication skills (both verbal and written) with a consultative approach to addressing issues.
• Ability to work independently and take initiative.
• An ability and willingness to contribute and work effectively in a team environment, including being open to giving and receiving feedback.
• Ability to take initiative and capacity to work independently, adapting to changing organisational needs.
• Excellent customer service skills including the ability to relate and respond to challenging people and situations. A positive, friendly and optimistic attitude.

What we can give YOU

• Ongoing learning and development opportunities
• Providing work that is meaningful and challenging, with career development opportunities through project and secondment opportunities and succession planning
• Providing career pathways across diverse OV programs.
• Access to 24/7 counselling through our Employee Assistance Provider (EAP)
• Generous leave options such as 48/52 Purchase Leave, Study Leave and Sabbaticals
• Flexible working arrangements such as monthly RDO's for full-timers (arrangements will vary based on role requirements).
• In addition to the above, staff will also be provided monthly Clinical Supervision sessions for professional development and personal wellbeing.

Our commitment to diversity

At OV we value diversity and believe that a range of backgrounds brings a variety of ideas, perspectives and experiences that will enhance our effectiveness. We promote a workplace that actively seeks to include, welcome and value unique contributions by encouraging people with disability, Aboriginal Australians, LGBTQIA, young people and people from culturally diverse backgrounds to apply for this position.

Safety screening

OV is committed to child safety and is a child safe organisation. All OV employees must undergo Police Records and Working with Children Checks. Any person issued with a negative notice on their Working with Children Check will not be eligible for employment with us.

All Odyssey Victoria sites are smoke free for all employees.