Administrative Assistant Shortland Newcastle

Shortland, Newcastle; Newcastle; On-site; AUD 73,000 - 80,000; Full time

Job summary

Join a dedicated team as an Administrative Assistant where you can make a real impact in a dynamic environment focused on conservation. In this full-time role, you’ll provide essential administrative support, manage financial transactions, and ensure smooth operations while delivering excellent customer service. This position offers opportunities for professional growth and development, allowing you to enhance your skills in a supportive atmosphere. If you’re passionate about making a difference and enjoy a fast-paced work environment, this role is perfect for you.

Benefits

Accrued Days Off

Wellbeing Programs

Learning and Development Opportunities

Qualifications

• Experience managing competing demands with high attention to detail.
• Proven experience in delivering high-quality service and responding to enquiries.
• Knowledge of financial and HR management procedures.

Responsibilities

• Provide essential administrative support to keep operations running smoothly.
• Manage financial transactions like creating purchase orders and processing invoices.
• Assist with campground operations and respond to public enquiries.

Skills

Administrative Support

Effective Communication

Financial Reporting

Attention to Detail

Customer Service

Education

Relevant Administrative Qualification

Tools

Office 365

MS Teams

Content Manager

SAP

MyWorkZone

Job description

• Administrative Assistant Clerk Grade 1 / 2 diverse and fulfilling role!
• Package includes salary depending on experience: $73,522 - $79,931 per annum plus employer contributions to superannuation and annual leave loading.
• Full-time ongoing role based in beautiful Shortland / Newcastle.

Do you want to work to make a difference for NSW?

Working to protect the state's environment and heritage.

About the role

As an Administrative Assistant, you will play a key role in supporting a dynamic team committed to enhancing conservation values! You will provide essential administrative and support services to keep operations running smoothly, all while delivering excellent face-to-face customer service using a variety of technologies. Collaborating closely with both office and field staff, you will be involved in tasks such as managing financial transactions like creating purchase orders and processing invoices, basic financial reporting, coordinating contractors, and handling roster and fleet management. This is an opportunity to make a real impact in a fast-paced, purposeful environment!

You will also assist the general public with verbal and written enquiries, including park or amenity closures, licenses, injured wildlife, and taking payments using a PoS system. Additionally, you will provide administrative support for campground operations, including managing the RezOnline booking system, handling revenue, processing weekly banking, liaising with contractors, assessing and processing monthly payments, and reviewing post-stay surveys.

The role also supports internal stakeholders across the Hunter Central Coast Branch by handling general enquiries, preparing reports for senior staff and managers, assisting with training and travel arrangements, managing shared mailboxes, calendars, and resources, and providing support during incidents such as bushfires.

The role contributes to meeting the Agency's corporate objectives by ensuring compliance with policies, processes, procedures, audits, and statutory requirements. Tasks include records management using Content Manager (CM), maintaining asset registers, assisting with Work Health and Safety and leave audits, taking meeting minutes, collating documents for insurance claims, and demonstrating inclusivity and respect in all interactions.

About you

To be successful, you will have:

• Experience managing competing demands with high attention to detail, ensuring timely and efficient administrative support.
• Effective communication skills (both written and verbal) and the ability to collaborate with colleagues, senior managers, contractors, the public, and other government organizations.
• Proven experience in delivering high-quality service, responding to enquiries, assessing tasks, and adjusting priorities.
• Experience in administrative tasks such as ordering, purchasing, filing, managing mail, creating and storing documents, maintaining office equipment, and overseeing supplies.
• A good understanding of budgeting, purchasing, financial processes, and reporting.
• Willingness to support incident management during high-pressure situations like bushfires.
• Ability to learn and use multiple software systems including Office 365, MS Teams, Content Manager, SAP, MyWorkZone, and finance software.
• Experience with computer-based systems for word processing, spreadsheets, and records management.
• Knowledge of financial and HR management procedures, policies, and practices.

To view the Role Description: Administrative Assistant

Who we are

The Department of Climate Change, Energy, the Environment, and Water (DCCEEW) works to protect the state's environment and heritage. It leads on climate change and drives the transition to a sustainable, net-zero economy powered by affordable, reliable, and clean energy.

DCCEEW conserves and protects natural environments, manages the NSW national park estate, biodiversity, and Aboriginal cultural heritage for future generations.

We acknowledge the custodial responsibilities of Aboriginal peoples of NSW and are committed to establishing meaningful partnerships in environmental management.

What we can offer you

NSW National Parks and Wildlife Service offers opportunities to expand your career and skills:

• Accrued days off in addition to annual leave
• Wellbeing programs including the Fitness Passport
• Learning and development opportunities including in-house training

What we do

About NSW National Parks & Wildlife Service

Visit a park

Hunter Central Coast Branch Overview

To Apply

If interested, please submit your application with a resume and cover letter expressing your interest and suitability.

Applications close: Wednesday 23rd of April 2025 at 11:55 pm.

For further information, contact the Hiring Manager Jenny Paterson, Administrative Support Officer, or via email.

A recruitment pool may be created for ongoing and temporary opportunities over the next 18 months.

Our commitment

We aim to build a workforce that reflects and serves the diverse communities of NSW, including people of all ages, genders, backgrounds, and abilities.

Need assistance?

• Our commitment to diversity and inclusion.
• Support for people with disabilities.
• Information on adjustments for the application process.

For application adjustments, contact our Talent Acquisition Team or Varvara Kuraeva, referencing number 542259. Aboriginal or Torres Strait Islander applicants can access our guides or contact our Aboriginal Career Pathways team. Find us on social media platforms.