Administration Officer

About the role

The Administration Officer is an important member of the Non-Family Based Care Stream and is responsible for providing professional and administrative assistance to operational areas as required. You will pay a vital role in supporting the Executive Manager with a diverse range of tasks contributing to the efficient running of day-to-day operations such as finance and procurement, mandatory record keeping and compliance monitoring, maintaining confidential records and registers and assisting with activities including fleet, asset and facilities management.

Working with managers, you will coordinate recruitment activities and support workforce administration including induction and onboarding and be a friendly face at reception, welcoming visitors, answering and directing incoming calls and dealing with general enquiries from the public. You will be highly organised and adept at scheduling meetings, booking travel and accommodation and assisting with events and organisational activities. 

About the role

• Provide administrative support to Non-Family Based Care Stream and Townsville based operations, including document management, records administration, filing systems, data entry, and maintaining accurate and confidential client and organisational records.
• Operational administration by monitoring compliance documentation, tracking key dates, uploading mandatory records (including case plans, placement agreements and behaviour support plans), and preparing reports for management.
• Support recruitment and workforce administration, including scheduling interviews, coordinating onboarding and induction activities, arranging travel and training, and assisting with staff administration processes.
• Coordinate meetings, including scheduling care team meetings, case reviews and stakeholder meetings, preparing agendas, taking minutes, maintaining action registers, and organising venues, catering and IT requirements.
• Provide financial and procurement administration, including creating purchase orders, monitoring placement-related expenditure, following up outstanding receipts, and assisting with departmental funding documentation.
• Coordinate facilities, fleet and asset management, including maintenance requests, contractor liaison, fleet servicing and repairs, maintaining asset registers, and ensuring office equipment and facilities are operational.
• Deliver professional customer service, including responding to telephone and email enquiries, welcoming visitors, directing enquiries appropriately, maintaining administration inboxes, and ensuring confidential information is managed in accordance with legislative requirements and organisational policies.
• Support service quality and continuous improvement by preparing operational reports, coordinating scheduled audits, maintaining contractor registers, assisting with service planning activities, and ensuring administrative processes support compliance with legislative, funding and organisational requirements.

What we are looking for

• Prior experience in customer service, compliance and finance administration.
• Demonstrated ability to communicate clearly and professionally in both written and verbal formats, including preparing routine correspondence and responding to enquiries from staff, stakeholders and public. 
• Well-developed Information, Communication and Technology (ICT) skills and ability to quickly learn new systems.
• Proven ability to maintain confidentiality and manage sensitive documentation and information as well as follow established procedures and guidelines with a high level of accuracy and attention to detail. 
• Proven track record of contributing positively within team environments, with the ability to navigate workplace communication and build effective working relationships. 
• Ability to work collaboratively with cross-functional teams and external vendors, fostering productive relationships to support organisational outcomes. 
• Understanding of community services sector and related legislation, regulatory environment and service standards
• Commitment to diversity, inclusion, reconciliation and closing the gap objectives and experience working with First Nations people, organisation’s communities.
• Special Conditions (must be current and maintained)
  • Satisfactory outcome of a current (less than 3 months old) National Criminal History Check
  • Blue Card (QLD working with children card)
  • LCS2 (child safety screening check)
  • QLD driver’s licence ‘Class C’ or interstate equivalent
  • Out of hours work may be required
  • Ability and willingness to undertake local area / regional travel
  • Required to transport clients and or to visit clients in their place of residence or within another out of office setting