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Administrative Assistant

3 months ago

Port Melbourne, Australia Bubub Womindjeka Family and Children's Centre Full time

Bubup Womindjeka Family and Children's Centre is a community run, not-for-profit organisation providing integrated early learning and care services to the community located in Port Melbourne.

Our multi-purpose built facility is provided by the City of Port Phillip and is surrounded by beautiful parklands.


Bubup Womindjeka Family and Children's Centre is committed to promoting a safe, equitable environment that supports a sense of belonging and respect.

We advocate for the rights and participation of each child and throughout our organisation we embed the Child Safe Standards.


Primary role:

  • Provides highlevel administrative support and assistance to the Executive Officer and/or other assigned leadership staff.
  • To assist and support the Executive Officer to maintain a framework of administrative skills and process that meets the requirements of the centre.
  • To assist the Director of Education and educators to generate and maintain the environment that meets the needs of children and families in the early year learning program.
  • Assist Executive Officer in the preparation of board papers by collating information from various departments within the organization, formatting, proofreading, ensuring accuracy of relevant reconciliation reports and ensuring that the papers are submitted in a timely manner.
  • Liaise with BWFCC's IT provider to troubleshoot any IT issues
  • Support staff with IT requirements and service wide
  • Reception duties
  • Be the first point of contact for all visitors and clients, providing a warm and welcoming experience to create a positive first impression of the organization.


 Filing and documentation
  • Play a critical role in ensuring that the organization's records are up to date and accurate, enabling the smooth operation of the business.
  • Children's program administrative support
  • Perform general administration duties

Required Skills and Abilities :
(As a selection criteria)

Communication Skills:
The ability to communicate effectively, both verbally and in writing, is crucial in this role. You should be able to convey information clearly and concisely to various stakeholders.

Organization Skills:
You will be responsible for managing multiple tasks and projects simultaneously.

Strong organizational skills are therefore critical, including the ability to prioritize tasks, manage your time effectively, and keep track of multiple projects at once.


Attention to Detail:

The role requires a high level of accuracy and attention to detail, particularly when preparing board papers and other important documents.

You should be meticulous in your work and ensure that all documentation is complete, accurate, and compliant with relevant policies and regulations.


Interpersonal Skills:

You will be expected to interact with various stakeholders, including the Executive Officer, board members, colleagues, and external customers.

Strong interpersonal skills are therefore important, including the ability to build relationships, work collaboratively, and maintain confidentiality.

Problem-Solving Skills:
The ability to identify and solve problems is critical in this role.

You should be able to anticipate potential issues and proactively develop solutions to ensure that projects are completed on time and to a high standard.


Cybersecurity awareness:

You may have access to sensitive information, so it's important to be aware of cybersecurity risks and how to prevent them.


Social media management:

You may be responsible for managing social media accounts, so knowledge of social media platforms and best practices is important.

Ability to handle sensitive and confidential information with discretion and maintain strict confidentiality protocols.

Requirements:

  • Previous work experience as an Administrative Assistant, or a similar role is strongly desired.
  • Diploma in Business Administration or a related field is preferred.
  • Bachelor, Diploma or Certificate III in Children's Services (desirable)
  • Have working right in Australia
  • Excellent organizational and time management skills.
  • Strong attention to detail and accuracy, particularly when preparing board papers and other important documents.
  • Excellent communication skills, both verbal and written, and the ability to build relationships and work collaboratively with various stakeholders.
  • Proficient in using Microsoft Office Suite, including Word, Excel, and PowerPoint.
  • Knowledge of online communication tools, such as video conferencing and instant messaging software.
  • Ability to manage multiple tasks and projects simultaneously, prioritize effectively, and meet deadlines.
  • First Aid Certificate is preferable and Current Working with Children Check is a requirement.
  • Cybersecurity awareness and familiarity with social media platforms is an advantage.
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How do you apply?_

  • Applications from Aboriginal and Torres Strait Islander peoples and from people from culturally and linguistically diverse backgrounds are enc