Admin Officer

1 week ago

Brisbane, Queensland, Australia Handsonpeople Full time

Hands on People (HOP) is a community services provider dedicated to supporting individuals living with disabilities. Our mission is to empower our clients by helping them navigate government and insurance schemes, including the National Disability Insurance Scheme (NDIS), to access support more efficiently. With a highly skilled team, we offer a wide range of services, such as Accommodation Services, in Home Care, Social and Community Participation, and Veteran's Home Care.

Operating primarily in Darwin, Katherine, Alice Springs, and Brisbane, we are committed to fostering independence and improving the quality of life for our clients. Our passionate staff build personal relationships with each customer, working towards enriched and empowered living. In addition, our vision is to become the preferred service provider in the disability and aged care sector.

At HOP, we are driven by our values encapsulated in PARTT:

  • Partnership: We believe in collaboration, working closely with clients and their families.
  • Accountability: We take responsibility for our actions and commitments.
  • Respect: Every individual, whether client or staff, is treated with the utmost dignity.
  • Trust: We build strong, reliable relationships based on honesty and confidentiality.
  • Transparency: We operate with openness, ensuring clarity in all our processes and decisions.

Our specialised care extends to those recovering from cardiac, orthopaedic, stroke, and neuro conditions through personalised and high-quality rehabilitation services that reflect our commitment to excellence.

Job Description

At Hands on People Pty Ltd, we are seeking an Admin Officer-General to join our team. This position will be based in Darwin and will play a crucial role in our administration department.

Roles and Responsibilities:

Calendar Management:

  • Manage the director's and manager's calendar, scheduling appointments, meetings, and travel arrangements.
  • Coordinate with internal and external stakeholders to ensure timely and accurate scheduling.

Travel Arrangements:

  • Book flights, hotels and transportation for business trips
  • Prepare and submit travel expense reports
  • House visits for clients and participants

Administrative Tasks:

  • Greeting all new arrivals to the premises, including scheduled and unscheduled visitors, clients and employees
  • Managing email and telephone communications, both internal and external to the business
  • Maintain the director's and manager's office files and records
  • Coordinate all directed meetings and provide administrative support by accurately taking minutes from the meetings and ensuring action items are completed
  • S tore all correspondence in the central records management database
  • Prepare correspondence, notes and executive reports
  • Ensuring that the reception area is well presented and appropriately supplied with stationery and other materials
  • Other administrative tasks as required, including filing, photocopying, scanning, transcribing, faxing, etc.
  • Liaise with branch managers, staff, and other stakeholders on matters that may affect the office of the management and/or performance and manage these relationships
  • Perform any other reasonable tasks and duties that are required, that are within the scope of your position classification, service area, and skill set as required.

Confidential Matters:

  • Handle sensitive information with utmost discretion and confidentiality
  • Adhere to all company policies and procedures regarding data privacy and security.
  • Adhere to the organisation's Code of Conduct and work in a manner that is professional, respectful, and collaborative to foster sound working relationships within your immediate team and the broader organisation.

Internal and External Relationships

  • Be an active participant in the day-to-day activities and assist the team when required.
  • Develop effective relationships with all departments of the organisation.
  • Maintain a high-quality relationship with all staff, clients, visitors, & stakeholders.

Additional Position Responsibilities

  • Maintain a company calendar and schedule appointments.
  • Book meeting rooms as required.
  • Distribute and store correspondence (e.g., letters, emails, and packages).
  • Schedule in-house and external events.
  • Assist other departmentsas and when required
  • All other roles and responsibilities are assigned from time to time.
Desired Skills and Experience

Required Education/Licenses/Certificates

  • Relevant Tertiary qualification with four (1) years' experience or equivalent.
  • Current NT unrestricted driver's license
  • Current First Aid Certificate and CPR
  • Valid OCHRE card.
  • NDIS Worker Screening

Required Knowledge/Experience

  • Proven work experience as an administrative officer, receptionist or similar role.
  • Solid knowledge of office procedures.
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically).
  • Strong organisation skills with a problem-solving attitude.
  • Excellent written and verbal communication skills.
  • Ability to effectively communicate with people on all levels.
  • Ability to deal with complex and confidential matters discretely and sensitively.
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