Job Title
Administrative Assistant
About the Role
The Administrative Assistant plays a crucial role in ensuring the smooth operation of our organization. This position is responsible for providing administrative and clerical support, managing office tasks, maintaining accurate records, and assisting with client and staff inquiries.
Key Responsibilities
* Front Office Support: Answer calls, greet visitors, triage enquiries, and route messages to the right team.
* Client Onboarding Administration: Assist with client registration and data entry.
* Records and Data Entry: Maintain accurate participant, worker, and service records in approved systems.
* Rostering and 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 locations and naming conventions.
* Finance Administration: Prepare supplier forms, manage expenditure, raise purchase requests, assist with invoice coding, timesheet collation, and expense reconciliations.
* Compliance and Privacy: Follow 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 from system data.
Requirements
To be successful in this role, you will require excellent organizational skills, attention to detail, and strong communication abilities. You must also be proficient in Microsoft Office and have experience in data entry and record-keeping.
Benefits
This position offers a competitive salary and benefits package, including opportunities for professional development and growth.
About Us
We are a dynamic and forward-thinking organization dedicated to providing exceptional services to our clients. If you are a motivated and organized individual who is passionate about delivering outstanding results, we encourage you to apply for this exciting opportunity.