Sector Support and Development Program & Office Administrator
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The Sector Support and Development (SSD) Program & Office Administrator will support and strengthen the Commonwealth Home Support Programme (CHSP) provider network by delivering SSD initiatives, promoting best practices, and preparing for aged care reforms. This role plays a vital part in improving outcomes for aged care providers and older adults—especially those from the Polish-speaking and other culturally and linguistically diverse (CALD) communities—through professional, efficient, and culturally sensitive sector development work and administrative services.
The role is integral to the daily operations of the
Polish Community Council of Victoria Inc.
and the
Polish Community Care Services Bureau
, ensuring smooth functioning and providing reception and administrative services.
Primary Responsibilities and Duties:
Sector Support and Development Responsibilities:
Actively participate in the SSD Community of Practice (CoP), sharing resources, tools, and information with stakeholders.
Facilitate the dissemination of policy changes and updates regarding the Aged Care Act, CHSP manual, and government resources.
Support CHSP service providers in transitioning to the new aged care framework through direct communication and coordination.
Coordinate and deliver translated education sessions/resources focusing on wellness, reablement, dementia, and palliative care for diverse communities.
Assist in organizing training, workshops, and information sessions to support CHSP providers on operational procedures, including inclusivity and cultural safety.
Support volunteer programs through onboarding, training, and the distribution of culturally appropriate materials to enhance engagement.
Develop and distribute newsletters, bulletins, and factsheets to inform stakeholders and consumers about relevant updates, best practices, and opportunities.
Represent the organization at SSD state/regional network meetings and contribute to collaborative projects, surveys, and information sharing.
Develop and maintain partnerships with CALD providers, aged care organizations, and advisory groups to enhance service delivery.
Assist with consumer education and system navigation for CALD communities through translated materials and information sessions.
Support business transformation initiatives and operational improvements to ensure future sustainability and service planning.
Maintain sector databases, activity logs, and program reports in accordance with compliance and internal documentation standards.
Administrative Responsibilities:
Act as the first point of contact for clients, staff, and visitors, ensuring professional, efficient handling of inquiries.
Answer and direct phone calls, manage incoming work requests, and take messages as needed.
Organize appointments, meetings, and maintain calendars; prepare meeting agendas, attend meetings, and transcribe minutes.
Review and retrieve information from files, records, and documents to assist with decision-making.
Manage incoming and outgoing mail and email; ensure proper sorting, distribution, and follow-up as needed.
Maintain manual and electronic filing systems, office databases, mailing lists, and inventory of office supplies.
Ensure the office environment is neat, safe, and presentable at all times.
Liaise with clients, staff, and external contacts to disseminate information, respond to questions, and address concerns.
Assist with troubleshooting office technology issues and coordinate maintenance when required.
Support staff with administrative duties during special events organized by PCCS Inc.
Complete timesheets, leave forms, and other internal documentation.
Actively participate in team meetings, staff development, and team-building activities.
Requirements:
Essential Qualifications & Experience:
Minimum 3 years' experience in program administration or sector development, particularly in the aged care sector.
Strong understanding of the Commonwealth Home Support Programme (CHSP) and aged care reform environment.
High-level administrative skills, including experience in managing calendars, coordinating meetings, and maintaining records.
Bilingual proficiency in Polish and English, with an understanding of the cultural and linguistic needs of older Polish-speaking adults.
Proven experience in project administration and/or quality assurance.
Excellent interpersonal and communication skills, with the ability to engage a range of stakeholders.
Proficiency in Microsoft Office Suite, database systems, and cloud-based platforms.
Experience creating and distributing newsletters, bulletins, and community resources.
Ability to operate and troubleshoot office equipment (photocopiers, scanners, fax machines, etc.).
Strong attention to detail, time management skills, and the ability to manage competing demands.
Ability to work both independently and as part of a multidisciplinary team.
Valid Driver's Licence and willingness to travel locally as required.
Current First Aid Certification.
Desirable Qualifications & Experience:
Tertiary qualifications in management, administration, aged care, or community development.
Experience with systems like The Lookout Way, SAP, AutoCAD, or Symfonia Pro.
Experience in organizing sector consultations, workshops, or training events.
Familiarity with government-funded program delivery and compliance.
Fluency in a third language (e.g., German) is an advantage.
Active involvement in Polish or other CALD community organizations is desirable.
Why Join Us?
At
Polish Community Care Services Inc.
, we are dedicated to improving the lives of older adults in the Polish and CALD communities. As part of our team, you will contribute to meaningful work that impacts the quality of life for individuals in our community while working within a supportive, collaborative environment. We value diversity and are committed to providing equal opportunities for all employees.
If you are passionate about aged care, community development, and supporting diverse communities, we invite you to apply
Seniority Level
Mid-Senior level
Employment Type
Full-time
Job Function
Administrative
Industries
Consumer Services
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