Receptionist

**4 Days a Week (Monday - Thursday)**

**The organisation**:
The Uniting Church in Australia (the Church) is a large uniquely Australian Christian denomination in Australia with heritage from historical reformed evangelical denominations. In Queensland, the Uniting Church has around 250 congregations and has schools, colleges and large community services (such as UnitingCare Queensland and Wesley Mission Queensland).

The Uniting Church is multicultural, committed to reconciliation with First Peoples, calls for reconciliation across it's communities and aims to use its people and property resources wisely and in the furtherance of God's mission in the world.

**Position purpose**:
The purpose of this role is to provide a high level of customer service through being the first point of contact for any visitors to the Synod office or anyone contacting the Synod office. The position also maintains security by ensuring all visitors sign in.

**Key responsibilities**:

- Provide Executive Assistance to Senior Executive Assistant as required
- Diary management and management of meeting rooms (e.g. Joycelyn Ballie, Thelma Murray, Ian Grimmett, Chapel, etc).
- Pool Vehicle Management
- Calendar management of pool vehicles (Corolla, Corolla 187VLD & Holden);
- Ensuring staff compliance with vehicle hire policy/procedures;
- Managing staff driver licence information; and
- Organise regular service and car washes for vehicles.
- Coordinate and book flights, accommodation and rental cars for the Synod office staff and governing body members.
- Taking and ensuring messages are passed to the appropriate staff member on a timely basis.
- Undertake the credit card reconciliation process for the primary Synod UCA corporate cards on a monthly basis.
- Fire Warden - Ground level Synod Building.
- Process baptism records requests.
- Ordering of communion cups and copies of the Basis of Union (as required).
- Management of the Big Fella Cross (external rentals).
- Manage Synod building keys, including allowing access to tradespeople to site using a master key.
- Creation and processing of all staff, contractor and visitor ID cards.
- Tracking visitor cards;
- Providing visitor cards to external auditors; and
- Granting access through the Verdaka system.
- Ordering of ID card materials (blank chipped cards, printing ribbon, lanyards, etc.)
- Greet and direct all visitors.
- Management of the 'Receptionist' system - sign in system for all visitors.
- Provide staff and visitor parking permits, updating the 'Car Park Register' spreadsheet accordingly.
- Managing office supplies such as stationery and equipment, with referral to the Raymont Residential College Operations Manager regarding furniture requests.
- Ensure the stationery room on level 2 is kept to a high level of organisation.
- Receiving and dispatching deliveries and coordinating couriers where necessary.
- Management of mail (collection and dispatch), including associated submissions through the AusPost e-LMS system.
- Managing express post envelope usage and tracking.
- Ordering of express post envelopes and satchels from AusPost.
- Organise and execute the monthly All Staff Meeting (catering, meeting invitations, agenda creation/distribution, meeting coordination, etc.)
- Recall and return of archive boxes from GRACE records.
- Manage on-site Shred-X bins on level 2.
- Book taxi services as requested.
- Banking of cheques and cash via ANZ quick deposit bags.
- Undertake administrative support (via coordination of agendas, meeting papers, meeting minutes, actions and catering, bookings, correspondence and communications)to committees across the Synod Office
- Model the values of the Uniting Church in Australia, Queensland Synod in day to day work including in interactions with managers, lay staff, ministry agents, clients and stakeholders.
- Identify and develop strategies to provide internal and external client focused customer service including identifying improvements to policy, process and the work environment.
- Work within the Code of Conduct and other policies and procedures of the Uniting Church in Australia, Queensland Synod and the provisions of the Workplace Health and Safety and other relevant legislation, including reporting hazards/incidents, support for injured workers and full participation in return to work plans.
- Undertake other duties as and when directed within the scope of the role and the capabilities of the incumbent.

**Reporting relationship and delegations**:
This position reports to the Senior Executive Assistant

Delegation level: As outlined in The Uniting Church in Australia, Queensland Synod delegations

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**Selection criteria**:
Qualifications:

- Certificate 2 in Business Administration an advantage

Experience and skills:

- Demonstrated experience in a receptionist role would be an advantage.
- Professional presentation and polite telephone manner, with a positive and helpful attitude
- Proven capacity to work effecti