Trainee Administrative and Digital Support Role
This role is designed to strengthen our internal operations while offering a pathway to grow skills in business administration, IT, and digital engagement. The successful candidate will contribute to efficient daily processes, provide practical solutions, and support the team in delivering exceptional service to clients with complex needs.
The Trainee Administrative and Digital Support role blends office administration, IT systems support, social media and website management, and recruitment support. It offers the potential to build a career in IT, administration, or digital services within a human services context.
* Learn and improve administrative, IT, and digital processes
* Communicate clearly and kindly with colleagues, clients, and stakeholders
* Build technical skills with tools like Microsoft, Teams, social media platforms, and client management systems, with potential to grow into an expert
Responsibilities
The Trainee Administrative and Digital Support role involves:
* Contribute to a healthy and safe workplace and understand the responsibilities and accountabilities to yourself and others in accordance with WHS legislation and internal policies
* Abide by internal policies and guidelines to support industry compliance
* Ensure all organisational and administrative reporting and accountabilities are completed accurately and in a timely manner
* Share responsibility for handling incoming phone calls and email inquiries, directing them to appropriate staff
* Assist with data entry and maintenance of client and employee records in IT systems, ensuring accuracy and confidentiality
* Support preparation of reports, quotes, invoices, and other documentation as directed
* Help coordinate schedules, meetings, and appointments for the service coordination team
* Maintain shared business files, ensuring they are organised and up to date
* Provide basic IT support, such as troubleshooting Microsoft 365, Teams, or client management software issues, under supervision
* Assist with setup and maintenance of office IT equipment (e.g., computers, printers)
* Learn to use basic automation tools to improve efficiency in administrative tasks
* Support data security and backup procedures for client and business records
* Assist in creating and scheduling social media posts to promote our services, under supervision
* Support updates to our website content, ensuring accuracy and alignment with branding guidelines
* Monitor social media engagement and report basic analytics to the team
* Learn to use content management systems (e.g., WordPress) and social media tools to enhance digital presence
* Assist in drafting and posting job advertisements on various platforms, ensuring consistency with organisational branding
* Support reference checks by contacting referees and documenting responses under supervision
* Help prepare onboarding materials, such as welcome packs and employee documentation
* Assist in maintaining employee records, ensuring compliance with privacy and organisational policies
* Assist clients and carers with basic inquiries about their support plans, under senior staff guidance
* Help research and organise information about service providers to support coordination efforts
* Support preparation of documentation for client plan reviews or funding applications
* Promote our services professionally to clients and stakeholders, including through digital channels
* Demonstrate a willingness to learn and manage a trainee-level workload efficiently
* Keep internal and client-facing data, including digital content, organised and up to date
* Participate in team discussions, offering ideas to improve processes
* Complete documentation and administrative tasks as guided by the Line Manager
Required Skills and Qualifications
The ideal candidate will have:
* Basic understanding of administrative processes and office operations
* Willingness to learn IT systems, including Microsoft 365, Teams, client management software, and digital tools like social media platforms
* Awareness of confidentiality and data protection in a human services and recruitment context
* Interest in the NDIS, mental health, disability, or aged-care sectors
Benefits
As a valued member of our team, you will receive:
* Flexible hybrid working arrangements policy
* Ability to take paid leave in advance
* 17.5% leave loading
* Salary Packaging
* Free, independent and confidential access for you and your family to our Employee Assistance Program
Others
Please note that candidates must demonstrate or work towards developing the following competencies:
* Industry: Basic awareness of the NDIS, mental health, and/or aged-care sectors, with a willingness to learn
* Technical: Ability to learn administrative, IT, and digital processes, including data management, automation, and social media tools
* Interpersonal: Strong communication skills to collaborate with colleagues, clients, vendors, and job candidates
* IT Systems: Eagerness to develop skills in Microsoft 365, Teams, client management systems, and content management platforms
* Values: Alignment with our values, guided by the Disability Inclusion Framework and Principle
Candidates without formal qualifications may still be considered; Certificate II or III in Business Administration, Information Technology, Digital Media, or a related field is advantageous. Upon acceptance into the role, the candidate will be required to obtain the following:
* Current Working with Children Check
* NDIS Worker's Screening and/or National Police Clearance