Job Opportunity
Program Administrator
1. Actively participate in a Community of Practice (CoP), sharing resources and information with stakeholders.
2. Facilitate the dissemination of policy changes and updates regarding the Aged Care Act and government resources.
3. Support service providers in transitioning to the new aged care framework through direct communication and coordination.
4. Coordinate and deliver translated education sessions/resources focusing on wellness, reablement, dementia, and palliative care for diverse communities.
5. Assist in organizing training, workshops, and information sessions to support service providers on operational procedures, including inclusivity and cultural safety.
6. Support volunteer programs through onboarding, training, and the distribution of culturally appropriate materials to enhance engagement.
7. Develop and distribute newsletters, bulletins, and factsheets to inform stakeholders and consumers about relevant updates, best practices, and opportunities.
8. Represent the organization at network meetings and contribute to collaborative projects, surveys, and information sharing.
9. Develop and maintain partnerships with organizations to enhance service delivery.
10. Assist with consumer education and system navigation for diverse communities through translated materials and information sessions.
11. Support business transformation initiatives and operational improvements to ensure future sustainability and service planning.
12. Maintain databases, activity logs, and program reports in accordance with compliance and documentation standards.
13. Administrative Responsibilities:
* Act as the first point of contact for clients, staff, and visitors, ensuring professional handling of inquiries.
* Answer and direct phone calls, manage 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 mail and email; ensure proper sorting, distribution, and follow-up as needed.
* Maintain 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.
* Complete timesheets, leave forms, and other internal documentation.
* 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 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 community resources.
• Ability to operate and troubleshoot office equipment.
• 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 consultations, workshops, or training events.
• Familiarity with government-funded program delivery and compliance.
• Fluency in a third language is an advantage.
• Active involvement in community organizations is desirable.
Why Work With Us?
We are dedicated to improving the lives of older adults in our community. As part of our team, you will contribute to meaningful work that impacts the quality of life for individuals while working within a supportive 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