Clerical Officer

2 months ago

Wetherill Park, Australia Aspect Full time
Job Description

Administration

  • Ensure administration tasks are completed accurately, professionally and on time
  • Manage and maintain school records and logistics, office documentation, and other tasks including the mail function including pick-ups, mail sorting, mailing and special deliveries, order and control supply of stationery and other office supplies in an orderly and systematic way
  • Prepare letters, email communications, memos, reports and other documents as required
  • Use established excel spreadsheets for managing data and information
  • Prepare professional and high-quality presentations and other materials using PowerPoint/desktop publishing as required
  • Support and or coordinate projects and ensure all stakeholders are communicated on progress of projects and their expectations are met
  • Proof-read documents, reports, brochures and newsletters as required
  • Actively provide feedback, contributes to and participates in cross-school administration initiatives to streamline and improve administration systems
  • Perform other general administrative duties as required.

Customer Experience

  • Ensure that first point of contact with all internal and external customers and visitors are welcomed, inducted and comply with site safety procedure (WHS) and Safeguarding requirements in a professional, positive and informative way
  • Provide a welcoming and supportive customer experience for all stakeholders, including families, making sure they feel valued and welcomed when they arrive at school
  • Clearly and effectively communicate with a variety of external stakeholders in writing, by phone/text/Zoom and in person.

Operational Matters

  • Ensure the office equipment functions well and is maintained and serviced to meet business needs
  • Allocated tasks are completed in a timely manner and proactively seeking to improve administrative and operational processes in collaboration with the Senior Clerical Officer
  • Organise catering for special functions as required, including provision of kitchen supplies
  • Ensure visitors to the school are verified and approved to be on the school site and are inducted in accordance Aspect procedures and guidelines i.e. WHS, safeguarding and evacuation procedures
  • Site is maintained to comply with Aspect procedures and assist with organising site maintenance including raising work orders for contractors, scheduling work, organising site visits and providing information and feedback.

Financial administration and reporting

  • Submit invoices and expenses for payment through Expense Manager / Prospend
  • Prepare, reconcile and process accounts and credit card statements with appropriate receipts
  • Support and provide information to staff regarding fortnightly staff payroll administration and ensure staff submit timesheets on time.

Information Systems

  • Update and maintain information collated in school spreadsheets. Complete basic data manipulation tasks in Excel spreadsheets
  • Update and maintain data in school database system. Generate reports to support the school and to comply with National Office processes as well as government reporting through attendance stats, census & NCCD etc.
  • Assist staff with basic IT issues and support escalation to IT helpdesk where required in a timely and effective manner.

Qualifications

Essential requirements

Knowledge and experience

  • Computer and technology literacy including MS Office applications (Intermediate)
  • Knowledge and/or experience in the education or disability sector
  • Minimum two years of experience in an administration role
  • Exceptional customer experience skills
  • Ability to perform all tasks with attention to detail and capacity to meet deadlines.

Qualifications / Licences

  • Relevant administration training or qualifications
  • Ability to work with intermittent supervision
  • Working with Children Check or equivalent state clearance to work with children (for paid employment)
  • International Police Check (IPC), if relevant.


Additional Information

What we offer

  • Salary packaging options to increase your take-home pay
  • Employee referral incentive
  • Access to a wide range of discounts through Perkbox on everyday purchases
  • Discounted membership to fitness facilities through Fitness Passport
  • Employee Assistance Program (EAP).

To apply

Please attach your resume (not compulsory) and complete the candidate questionnaire; cover letter is optional.  

Enquiries should be directed to Michelle Zikmundovsky, Acting Principal, Aspect Western Sydney School: westsyd@autismspectrum.org.au 

Aspect is committed to increasing the number of Autistic staff and providing an inclusive workplace where everyone can feel that they belong. We encourage candidates from all backgrounds including, but not limited to, Aboriginal and Torres Strait Islander Peoples, neurodivergent people, people with a disability, the LGBTQIA+ community and people from culturally and linguistically diverse backgrounds, to apply. We have a range of universal strategies to meet the needs of different people in our hiring processes, and are happy to individualise these.

Learn more about us: www.autismspectrum.org.au 

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