Admin Officer/Receptionist

Administration Officer / Receptionist (AKA The Warm Welcomer)

Hours: 27 hours per week – Part Time

Location: Chances House, Mackay (2 Endeavour Street)

Award: SCHADS – Level 3.1 - $38.65 per hour

Scheduled hours: 6:45am to 1:00pm daily, finishing at 12pm on Thursdays. No weekend work.

Position Purpose

The Administration Officer/Receptionist plays a key role in ensuring the smooth day-to-day operation of Chances House. This role provides high-quality administrative and reception support, welcomes and assists guests, manages records and reporting data, and ensures essential services are delivered in a professional, compassionate, and efficient manner.

The ideal person for this role will be extremely reliable as they will be an integral part of daily operations. They will often be the first face that guests encounter and must therefore always possess a friendly demeanour, and the ability to make people feel welcomed and seen. They will also thrive in a fast paced, often busy and noisy environment.

Key Responsibilities

Reception & Guest Support

• Welcome and register guests on arrival, ensuring a safe, respectful, and inclusive environment.
• Provide information about services and assist guests to access support as needed.
• Distribute essential items (e.g., toiletries, clothing) and food items to guests.
• Assist with completing intake forms and capturing required client information
• Assist with making GP, transport, and accommodation arrangements for clients as required.
• Assist with contacting emergency services when needed.
• Provide support to co-locating services and act as a contact point for room bookings/co-location.
• Answer phone calls, take messages, and direct calls and emails to appropriate staff.

Administration

• Collect, collate, and input data required for reporting and funding compliance.
• Assist with coordinating referrals to other services as required
• Scan, upload, and file documents as required
• Collect, log, and bank walk-in donations and contributions.
• Collect and distribute mail weekly.
• Submit stock/supply orders and monitor status/assist with collection as required
• Maintain stock levels of forms, supplies, and office materials.
• Take weekly meeting minutes and distribute to the team.
• Maintain accurate databases (assets, ban/service restriction logbook, staff training records).

Financial & Reporting Support

• Process invoices (payable and receivable) and obtain quotes when required.
• Collate and assist with maintenance of financial records

Key Selection Criteria

• Minimum 2 years experience in administration or reception, preferably in a community services environment.
• Minimum of 2 years experience working in community services such as disability, mental health, AOD or other similar setting, with direct client contact.
• Strong interpersonal skills, with the ability to interact respectfully with people from diverse backgrounds, including those experiencing vulnerability or crisis.
• A trauma-informed outlook with a non-judgemental attitude
• Ability to thrive in a fast paced, noisy setting
• Proficiency in Microsoft Office, CRM systems and cloud storage systems.
• Ability to manage competing priorities, maintain absolute confidentiality, and work independently.
• Strong attention to detail in data collection, reporting, and record-keeping.
• Commitment to the values and mission of Chances House.

Perks

· Salary Sacrifice option

· Early morning starts mean that you finish at 1pm and have the afternoon to yourself

· Feel like you're making a real difference

Job Types: Part-time, Fixed term

Contract length: 36 months

Pay: $38.65 per hour

Expected hours: 27 per week

Benefits:

• Salary packaging

Experience:

• administration: 2 years (Preferred)
• working with vulnerable persons: 2 years (Preferred)

Work Authorisation:

• Australia (Required)

Location:

• Mackay QLD 4740 (Required)

Work Location: In person