Ethnic Communities Council of Queensland – Indooroopilly QLD
Location: Indooroopilly. Close to public transport routes and other facilities.
Administrative Assistant
Employment Type: Permanent full-time.
About the Role
The Administration Assistant provides essential administrative and clerical support to ensure the smooth operation of Diversicare's services. This role is responsible for managing office tasks, maintaining accurate records, assisting with client and staff inquiries, and supporting the coordination of programs and activities. By delivering efficient and professional administrative support, the position contributes to high‑quality service delivery and a positive experience for clients, staff, and stakeholders.
What you'll be doing – includes but is not limited:
* Front of house support: Answer calls, greet visitors, triage enquiries, and route messages to the right team.
* Client onboarding administration.
* Records & data entry: Maintain accurate participant, worker, and service records in approved systems (e.g., care/rostering platforms and Outlook/SharePoint).
* Rostering & schedule changes: Assist with appointment confirmations, cancellations, and rescheduling; update daily runs and notify affected parties.
* Document control: Create, format, and file correspondence, meeting notes, agendas, minutes, guides, and SOPs in the right SharePoint locations and naming conventions.
* Finance admin: Prepare supplier forms, manage Budgetly expenditure, raise purchase requests, assist with invoice coding, timesheet collation, and expense reconciliations.
* Compliance & privacy: Follow ECCQ/Diversicare policies for confidentiality, incident reporting, WHS, and information security.
* Office coordination: Manage stationery, PPE and resources, meeting room bookings, mail, and courier logistics.
* Stakeholder communication: Draft clear emails and messages, confirm appointments, and provide reminders to participants and workers.
* Reporting support: Prepare simple dashboards or lists (e.g., overdue documents, expiring consents, waitlists) from system data.
* Continuous improvement: Identify process gaps and suggest practical fixes (forms, checklists, templates).
What we're looking for
* Demonstrated experience in an administrative or office support role, preferably in the aged care sector.
* Desirable Experience in aged care/community services administration (e.g., CHSP/HCP, My Aged Care processes).
* Desirable Knowledge of Aged Care Quality Standards and audit readiness.
* Excellent communication skills – confident in answering calls, greeting visitors, and drafting clear emails and messages.
* Strong administrative capability – experienced in data entry, document control, and maintaining accurate records in systems such as Outlook, SharePoint, or rostering platforms.
* Attention to detail – ensuring accuracy in scheduling, finance administration, and compliance tasks.
* Problem‑solving mindset – able to identify process gaps and suggest practical improvements.
* Time management skills – comfortable handling multiple priorities, including rostering changes, reporting, and office coordination.
* Tech‑savvy approach – competent in using Microsoft Office and willing to learn new systems for care and rostering.
* Commitment to confidentiality and compliance – understanding of privacy, WHS, and organisational policies.
* Team player attitude – collaborative, reliable, and focused on delivering excellent service to participants and stakeholders.
Only Shortlisted applicants may be contacted. No agencies please.
We Offer
* Get up to $15,900 of your income tax‑free through Salary Packaging and $2,650 meal & entertainment structuring.
* Multicultural working environment.
* Employee Assistance Program.
About Us
Established in 1976, ECCQ has a long and proud history of leading and contributing to the development of Queensland as a successful multicultural society. ECCQ's focus is supporting and advocating for the needs, interests, and contributions of culturally and linguistically diverse communities in Queensland and providing culturally inclusive health services, information and education. We believe that everyone, irrespective of their background, should be able to participate in and contribute to all aspects of Australian life.
ECCQ is supporting Queensland's growth into an inclusive and harmonious community – for everyone to enjoy and participate. ECCQ continues to be the reference point for ethnic community representation in Queensland.
ECCQ wholly owns and operates, Diversicare – which has been the industry leader in providing culturally inclusive community based and in‑home care, and Berlasco Court Caring Centre, the only recognised residential care provider in Queensland that focuses on cultural inclusiveness.
We value a diverse workforce and strive to ensure our workplaces are welcoming and enabling to people of all backgrounds.
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