Office Administrator

**1. TITLE: Office Administrator**

**2. AWARD**:SCHADS Award 2010 - Level 3***

**3. HOURS**:26 hours per week***

**4. LOCATION**:Admin Office, 1 Main Street, Pakenham VIC 3810

**5. REPORTS TO**:Chief Executive Officer***

**6. SUPERVISES**:None

**7. POSITION OVERVIEW & OBJECTIVES**:
The Office Administrator is responsible for the efficient and smooth running of the office and
administrative systems. This role also supports the CEO to oversee the running of the organisation
and assists them to manage their workload.

**8. REQUIREMENTS OF THE JOB
**a. Skills, Experience & Knowledge**
**i. **Significant experience in a similar role.***

**ii. **Strong organisational and time-management skills, with the ability to multi-task
and manage competing priorities.

**iii. **Strong customer service, communications, and interpersonal skills.***
**iv. **Excellent initiative, analytical skills, and problem-solving abilities.***
**v. **Proven accuracy and attention to detail.***

**vi. **Ability to work autonomously and as part of a team.***
**vii. **Highly developed computer literacy including a practical knowledge of Microsoft

365 (essential), Employment Hero (desirable) and Better Impact (desirable).***
**viii. **Practical knowledge of databases and their use.**
**b. Personal Attributes**

**i. **Proactive and positive attitude.***

confidentiality to all work practices.***
**iii. **High levels of integrity including behaving in an honest and trustworthy manner

and treating others without judgement.

**9. KEY RESPONSIBILITIES
**a. Reception & Customer Service**

i. Act as primary contact/reception point for visitors, phone calls, correspondence.
ii. Follow up and resolve or redirect enquiries.

iii. Liaise with external suppliers and contractors.

**b. Support**
i. Provide executive admin support for the CEO.
ii. Provide admin support for the Board and other staff, as required.

**c. Property & Equipment**

i. Procure new equipment as required.
ii. Organise repairs and on-going maintenance for all existing property and

equipment. Maintain and update the Essential Services Register, including fire,
tagging & testing, security, and pest control.

iii. Maintain appropriate stock levels for office supplies, stationery, and consumables.

**d. Systems**

system etc, and organise maintenance as required.

**e. Personnel**
i. Advertise for new personnel as required/requested.

and pass on to relevant manager for shortlisting and interview.
iii. Ensure all new personnel have a Police Check (and where necessary, Working with

Children Check), and that all checks are kept up to date.
iv. In consultation with area managers, coordinate orientation and onboarding for all

new personnel.
v. Maintain all personnel records, ensuring they are kept up to date.

**f. Documentation & Records**

i. Maintain and update all documentation, including forms & templates, policies &
procedures.

ii. Maintain and update Fernlea’s database(s) and systems, including Employment
Hero.

iii. Maintain Fernlea’s registers, including Incidents, Continuous Improvement,
Essential Services, grants, suppliers, complaints & feedback.

iv. Maintain and update all filing systems.

**g. Finances**
i. Contribute to the development of the annual budget and monitor monthly

expenses to ensure budget targets are met.

**h. Occupational Health & Safety and Risk**
i. Support the CEO and managers to ensure all OH&S requirements are met across

the workplace.
ii. Ensure work identified to mitigate OHS and risk issues is carried out.

iii. Receive and process all incidents reports, including keeping the CEO informed.

**i. Reporting and Communication**
i. Attend and report to monthly staff and WIP meetings.

ii. Ensure regular communication with the CEO, including advising of any current or
potential risks.

iii. Provide other reports as required.

**j. As A Team Member**:
i. Ensure the Fernlea Code of Conduct is always upheld.
ii. Take responsibility for reaching key performance indicators, develop and share

best practice ideas, and work cooperatively to support other team members to
reach their individual and business goals.

iii. Participate in staff reviews and training/development programs.
iv. Maintain a high level of personal presentation and be polite, helpful, and

courteous at all times.
v. Overall, work as part of a harmonious team and contribute to a positive,

motivating environment.

k. **Delegations **- as per Delegations Matrix.

**l. KEY PERFORMANCE INDICATORS**
**i. **Work within the set budget.***

**ii. **All records, systems, documents, and compliance requirements are up to date.***
**iii. **All deadlines met.