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Administrative Assistant

2 months ago


Lake Macquarie City Council, Australia Allambi Care Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Allambi Care in Charlestown, NSW. As the first point of contact for our organization, you will be responsible for providing exceptional customer service and ensuring the smooth operation of our front office.

Key Responsibilities
  1. Provide Exceptional Customer Service: Greet clients and visitors with a welcoming nature, and direct them to the appropriate staff member.
  2. Administrative Support: Receive and distribute mail, record incoming and outgoing mail, and maintain a mailing register.
  3. Communication and Coordination: Monitor Australia Post accounts, stock, and receive and distribute faxes. Communicate clear and accurate messages via email to relevant staff.
  4. Calendar Management: Manage and coordinate multiple Microsoft Outlook calendars, ensuring accurate scheduling and timely reminders.
  5. Stationery and Supplies: Maintain an accurate inventory of stationery, compile requisitions, and place orders for requests.
  6. Reception and Front Office: Ensure the reception area is presentable at all times, and coordinate double parking.
  7. First Aid and Equipment: Maintain and coordinate administrative equipment, including the binder, photocopier, phone, laminator, and defibrillator. Compile first aid audits, place orders, and distribute supplies.
  8. Filing and Record-Keeping: Maintain accurate and up-to-date filing systems, and receive new employee paperwork for checking.
  9. Liaison and Communication: Liaise with current employees, managers, and stakeholders, and communicate via email with internal employees and external organizations.
  10. Issue Identification and Reporting: Identify and communicate any issues to the manager, ensuring that all relevant legislation and AC policies are adhered to.
  11. Client Interaction: Liaise with clients, including those with disabilities, and be empathetic to client requirements and needs.
Requirements
  1. Experience: 1 year of experience as a Receptionist or in a similar role.
  2. Skills: High level of knowledge in Microsoft Office applications, experience in managing multiple calendars and booking systems.
What We Offer
  1. Full-Time Employment: A permanent position with a Monday to Friday work week, 8:30am to 5:00pm.
  2. Annual Leave: 4 weeks of annual leave per year.
  3. Roster Day Off: 1 roster day off per month.
  4. Fringe Benefits Tax (FBT): Opportunity to receive FBT on commencement of employment.
  5. Access to Fitness Passport Program: Access to over 90 gyms and pools through the Fitness Passport Program.
Selection Criteria
  1. Working with Children Check: Current Working with Children Check (for paid employment).
  2. NDIS Worker Check: Current NDIS Worker Check.
  3. First Aid Certificate: Current First Aid Certificate (Provide First Aid; Course Code HLTAID003).
  4. National Police Check: National Police Check.
  5. Drivers License: Comprehensively insured vehicle.
  6. Professional References: Two professional references.