Youth Administrative Assistant

CORE Community Services Ltd. is a not for profit organisation serving South West Sydney for over 40 years. We provide a wide range of services, activities and programs across 5 Services – Children's Services, Youth Services, Multicultural Communities, Aged and Disability Care (ADC) and Community Engagement.. Our mission is to provide tailored diverse client centric services and opportunities that support and empower vulnerable communities to thrive, resulting in the best outcomes for all individuals.

The Administration Assistant role is to provide direct support to the Youth Service Manager and senior managers  to assist all administration aspects that relate to program activities across Youth services.

The key role is to support the smooth daily operations of CORE Youth programs, contributing to a vibrant and caring environment of our clients and staff.

The primary role is to work closely with the Youth Service Manager and Senior managers in the Youth Service to support them by performing a variety of administrative, clerical and office duties.

The Administration Assistant's primary role is to support the Senior Management team by performing a variety and range from routine to complex administrative, clerical and office duties, including oral and written communications, business contacts, calendar, meetings, travel and special projects. The Administration Assistant receives direction from the Service Manager, and interacts with other team members, CORE services, and officials from regulatory and other third-party institutions

It is expected that the role will balance multiple tasks simultaneously, while providing a high level of customer service.   Critical to this role are exceptional interpersonal, communication and time management skills, along with good knowledge of Microsoft office packages and the flexibility to support the team.

The position is required to set priorities, monitor workflow in the areas of responsibility and has the authority to exercise a degree of autonomy within the key responsibilities and duties. You will be required to exercise initiative and professional judgment where practices and direction are not clearly defined.

The position requires someone who has compassion and empathy to support young people who are at risk of or are experiencing homelessness and or other events in their life that requires support from the variety of youth programs.  This may include young people struggling with substance misuse and mental health.

Promote the values of CORE to provide clients with independence, participation, care, self-fulfilment and dignity.

1. Delivers broad variety of administrative tasks on behalf of the Senior Youth Management Team:

2. Diary management

3. Email prioritisation and complete minor tasks
4. Coordinate due dates of all internal and external reports, including ensuring compliance by managers.
5. Assist with monthly internal reporting.

6. Preparation of correspondence

7. Provide a high level of customer service.  This includes providing information to the community as well as ensuring a professional relationship with our funding bodies, clients, other services providers and internal staff.

8. Provide general administration and reception duties which include; 
   
   answering phone calls,

9. take and relay messages/queries to the most appropriate staff member,

10. update records,
11. Credit card reconciliation
12. Report writing
13. Minute taking and preparation of agenda's
14. Purchase of office supplies and program resources
15. Financial transactions including purchases, payment, receipts, and other transaction details
16. Food ordering
17. Archiving
18. Support repairs and maintenance

19. Collection of relevant statistics for each Youth Program.

20. Provide administrative support and help coordinate community events and projects.

5. Develop, implement and maintain service files & documentation.

6. Assist in the development of promotional material through different mediums.  This includes a youth-based newsletter, program brochures and flyers.

7. Liaise with other CORE program areas as required.  This includes the Operations Team, Marketing and People and Culture, Finance.

8. Organize staff training as directed by management.

9. Maintain fleet cars, including maintenance and cleanliness, car supplies, car bookings and ensure staff have DL when using the vehicle.

10. Maintain registers of staff training, key documents First Aid etc

11. Assist with WHS matters

12. Provide support to managers as directed

APPLICANTS ARE ENCOURAGED TO APPLY BY:

• Providing your resume and
• Write an application letter outlining your ability to meet the selection criteria. This should then complement the resume that is submitted with your application.

Selection Criteria:

1. Ability to maintain high levels of privacy and confidentiality regarding clients, staff and business matters

2. Highly developed written and verbal communication skills, with emphasis on written documentation and publications is essential

3. Ability to multi-task and prioritise work in a well organised manner, both independently and as part of a team.

4. Good time management and organisational skills

5. High level skills in Word, Excel, Access, Outlook and Internet Explorer and knowledge of computerised client and reporting software.

6. A minimum typing speed of 60wpm with 90% accuracy

7. Will be required to work out of other CORE sites in South West Sydney including but not limited to Fairfield, Liverpool and Campbelltown.

8. Certificate 4 or Diploma in Business Administration or other relevant qualification/experience desirable.

9. Minimum 2 year experience in an office support role

10. Previous work with and or relevant knowledge of issues facing young people is desirable.

11. Relevant prohibit checks for working with young people, including WWCC and National Criminal Check.