Job Overview & Primary Purpose
We are seeking a highly organised and proactive Personal Assistant to support the Director in managing daily administrative tasks and ensuring smooth operations. This role is essential for managing the Director's schedule and logistics, ensuring they can maintain focus on core business strategy and the effective delivery of NDIS services. This role requires a professional with excellent communication skills, strong organisational abilities, and proficiency in relevant office software. The successful candidate will play a vital role in facilitating the Director's schedule, handling correspondence, and maintaining efficient office procedures.
Key Responsibilities
This role requires high discretion and efficiency, combining essential administrative support with personal logistical tasks.
Administrative & Clerical Management
* Manage and coordinate the Director's personal calendar, appointments, and meetings.
* Draft correspondence, emails, and memos on behalf of the Director.
* Prepare and organise documents, reports, and presentations using Microsoft Office Suite.
* Handle incoming calls with professional phone etiquette and direct enquiries appropriately.
* Perform data entry tasks accurately using relevant software such as QuickBooks and other organisational tools.
* Assist with travel arrangements, including booking accommodations and transportation.
* Maintain organised filing systems both digitally and physically.
* Liaise with internal teams and external contacts to facilitate communication and scheduling.
* Support with administrative projects as required to ensure operational efficiency.
Errands & Personal Assistance (The "Go-For" Role)
* Complete general errands ("Go-for") and coffee runs.
* Execute procurement tasks, including car parts/services, purchases, and groceries.
* Manage car pick up/drop offs for maintenance and dry cleaning.
* Provide occasional personal assistance, such as dog walking and babysitting.
Client & Event Support
* Provide transport for clients (Client pick up/drop off) as directed.
* Assist with event setup.
* Represent United Support Services Australia Pty Ltd with professionalism and integrity at all times.
* NDIS Worker Screening Clearance (Yellow Card) - Essential or willing to obtain
* Working with Children Check (Blue Card) - Essential
* Current Australian Driver Licence & Reliable Vehicle - Essential
* National Police Check (or equivalent) - Essential or willing to Obtain
* Proven administrative experience or previous office experience - Essential
* Proficiency in MS Office Suite (Word, Excel, PowerPoint) - Essential
* Typing speed of at least 60 words per minute - Essential
* Certificate III in Business Administration - Desirable
* Previous clerical experience - Desirable
COMPETENCY
* Discretion & Confidentiality - Handles all sensitive information, including the Director's personal calendar and affairs, with utmost trust and care.
* Communication & Professionalism - Exhibits strong phone etiquette and professional communication abilities.
* Organisation & Prioritisation - Maintains excellent organisational skills with the ability to prioritise tasks effectively.
* Accountability & Accuracy - Performs data entry tasks with high accuracy and attention to detail.
* Initiative & Independence - Ability to work independently with minimal supervision while maintaining a proactive approach.
Physical & Role Requirements
* Capacity to perform manual handling tasks safely (e.g., lifting/carrying shopping, event setup equipment).
* Physically fit and capable of spending significant time travelling/running errands.
* Emotional resilience and a calm demeanour under pressure.
* Demonstrated ability to follow crisis management protocols.
Employment Conditions
* Employment governed by the Fair Work Act 2009, National Employment Standards (NES), and Clerks—Private Sector Award 2020.
* Subject to a six-month probation period.
* Required to maintain valid screening and certifications during employment.
* Must adhere to USSA's HEART Values - Honesty, Equality, Accountability, Respect, Togetherness.
This position offers an engaging environment where organisational talent and professionalism are valued. The ideal candidate will be adaptable, discreet, and eager to support leadership through efficient administrative assistance. Send your cover letter to detailing what would make you suitable for the role.
Job Type: Part-time
Pay: $28.12 – $32.00 per hour
Expected hours: 25 – 30 per week
Work Location: In person