Senior Administrator

NSW Department of Communities and Justice; Newcastle; On-site; AUD 103,000 - 114,000; Full time

Benefits offered by this job

Work-life balance with flexible work!

Leave options up to 24 days/year

Career development including study/sch

Fitness Passport access

Employee assistance program

Job summary

NSW Trustee and Guardian is seeking a friendly and professional receptionist to be the first point of contact at our Newcastle office. The role involves managing phone, email and in-person enquiries, directing customers to the right team, and coordinating day-to-day office operations in a busy government environment.

You will join a team that supports diverse clients and values privacy, accurate record-keeping, and a high standard of service.

Qualifications

• Reception and front-facing customer service experience in a busy environment.
• Ability to triage enquiries and direct customers to appropriate teams.
• Experience coordinating office services and facilities management.
• Strong organisational skills with focus on privacy and confidentiality.

Responsibilities

• Provide high-quality, customer-focused reception service by managing phone, email, and in-person enquiries.
• Assess, triage and respond to enquiries, directing visitors and callers to the right team.
• Coordinate mail, deliveries, stationery, meeting room bookings, and visitor arrangements.
• Oversee facilities, security, equipment, and contractor access to ensure a safe, functional workplace.
• Maintain accurate records and support service improvements across the office.

Skills

Reception

Customer service

Office coordination

Administrative support

Tools

Microsoft Office

Job description

NSW Department of Communities and Justice – Newcastle West NSW

Temporary full-time vacancy, 35 hours per week, with a view to permanency.

Newcastle office location, offering a vibrant coastal lifestyle, strong community connections, and excellent local amenities.

Clerk Grade: Level5/6. Base salary$102,936 to $113,579p.a. plus 12% superannuation and annual leave loading.

About us

At NSW Trustee and Guardian our purpose is to support the rights, welfare, and interests of the people of NSW. The agency supports the NSW Trustee, the Public Guardian and the Commissioner of Dormant Funds to carry out their statutory functions. We do this by providing a range of customer-centred services, including Will-making, trustee, financial management and guardianship services, including some for the state's most vulnerable people.

We support over 50,000 customers annually and manage almost seven billion dollars in customer assets. As a NSW government agency within the Communities and Justice Portfolio, our services help support and protect people at critical moments in their lives.

Our commitment to diversity

Our workplace reflects the diverse community we serve. We encourage applications from all backgrounds, experiences, and abilities. This includes women, people with disability, Aboriginal and Torres Strait Islanders, the LGBTQIA+ community and people from culturally diverse backgrounds.

About the role

Be the welcoming and professional first point of contact for our Newcastle office. In this varied role, you will coordinate day-to-day office operations, provide high-quality receptionand customer service, and help customers, visitors and colleagues connect with the right service or specialist team. This is a customer facing role requiring office attendance 5 days a week.

You will use sound judgement, discretion and initiative to keep the office safe, organised and running smoothly while supporting services that make a meaningful difference to people across NSW.

Your key responsibilities will include:

• Provide a high-quality, customer-focused reception service by professionally managing telephone, email and face-to-face enquiries, ensuring visitors and stakeholders receive a positive and welcoming experience.
• Assess, triage and respond to enquiries, determining customer needs and directing visitors, clients and callers to the appropriate team, specialist service or staff member in a timely and efficient manner.
• Coordinate and manage a range of office administration and workplace support functions, including incoming and outgoing mail, courier deliveries, ordering stationery and kitchen supplies, meeting room bookings, visitor arrangements, staff events and day-to-day workplace logistics.
• Oversee workplace facilities and operational services by coordinating maintenance requests, building access and security requirements, office equipment and resources, contractor attendance, and workplace service requests to ensure a safe, functional and well-maintained environment.
• Support the smooth day-to-day operation of the office by maintaining accurate records, liaising with internal and external stakeholders, identifying service improvements, and contributing to a professional, efficient and customer-centric workplace.

For more information about the position, view the role description.

About you

We are looking for an organised, approachable and service-focused professional who can create a welcoming experience while confidently managing a broad range of office responsibilities.

You will bring:

• Experience in reception, customer service, office management, workplace coordination or business support within a complex service environment
• Strong organisational and administrative skills, with the ability to work independently, manage competing priorities and maintain accurate records
• Clear and respectful communication skills, including the confidence to support people with diverse needs or those experiencing distress or frustration
• Sound judgement, discretion and a strong commitment to privacy, confidentiality and appropriate escalation
• Ability to remain calm and responsive to a range of different customers
• Confidence using Microsoft Office and relevant administrative systems, with a willingness to complete required workplace safety, customer service and emergency response training

If this sounds like you, we would love to hear from you.

Experience in reception, customer service, office management, workplace coordination or business support in a complex service environment.

Ability to welcome customers and visitors, assess enquiries, communicate respectfully and refer matters accurately, including when customers have diverse needs or are experiencing distress or frustration.

Experience coordinating office services, including mail, deliveries, stationery, facilities, building access, meeting rooms, visitors, contractors and office supplies.

Experience responding to a range of different customers and their circumstances.

Managing challenging interactions constructively.

What we offer

NSW Trustee and Guardian offer interesting, challenging and rewarding work that has real purpose. Other benefits of joining us include:

• work-life balance with flexible work options (working from different work locations, variable start/finish times, job sharing)
• various leave options (recreation, parental, and flex leave of up to 24 days per year)
• career development including study leave and acting opportunities
• access to Fitness Passport and employee assistance program, and annual flu vaccinations

Be part of something bigger. For more information about joining us, visit the Careers page on our website.