Position purpose:
The purpose of this role is to deliver exceptional customer service as the first point of contact for visitors and callers to the Synod office. In addition, the role provides administrative support across the Synod and assists the Communications and Events team, including support for Synod events. It also contributes to event coordination by managing practical and logistical elements to ensure seamless, high-quality Queensland Synod events
Key responsibilities:
* Provide Executive Assistance to Executive Support Manager as required
* Diary management and management of meeting rooms (e.g. Joycelyn Ballie, Thelma Murray, Ian Grimmett, Chapel, etc).
* Pool Vehicle Management
* Calendar management of pool vehicles (Corolla, Corolla 187VLD & Holden);
* Ensuring staff compliance with vehicle hire policy/procedures;
* Managing staff driver licence information; and
* Organise regular service and car washes for vehicles.
* Coordinate, book and manage flights, accommodation and rental cars for the Synod office staff and governing body members.
* Handling queries and complaints via phone, email and general correspondence and transferring calls as necessary.
* Taking and ensuring messages are passed to the appropriate staff member on a timely basis.
* Assist the Communications & Events team with activities and key events.
* Serve as the point of contact for vendors, clients, and callers for our flagship event Synod in session
* Assist the Event Specialist in executing event details, timelines, and adhering to budgets.
* Coordinate with venues, caterers, AV teams, and other vendors for services and contracts of events
* Manage RSVPs and maintain event registration databases.
* Prepare event materials (name tags, signage, programs, gifts).
* Support on-site event execution: setup, hospitality, guest check-in, and pack-down.
* Undertake the credit card reconciliation process for the primary Synod UCA corporate cards on a monthly basis.
* Fire Warden – Ground level Synod Building.
* Process baptism records requests.
* Ordering of communion cups and copies of the Basis of Union (as required).
* Management of the Big Fella Cross (external rentals).
* Manage Synod building keys, including allowing access to tradespeople to site using a master key.
* Creation and processing of all staff, contractor and visitor ID cards.
* Tracking visitor cards;
* Providing visitor cards to external auditors; and
* Granting access through the Verdaka system.
* Ordering of ID card materials (blank chipped cards, printing ribbon, lanyards, etc.)
* Greet and direct all visitors.
* Management of the 'Receptionist' system – sign in system for all visitors.
* Provide staff and visitor parking permits, updating the 'Car Park Register' spreadsheet accordingly.
* Managing office supplies such as stationery and equipment, with referral to the Raymont Residential College Operations Manager regarding furniture requests.
* Ensure the stationery room on level 2 is kept to a high level of organisation.
* Receiving and dispatching deliveries and coordinating couriers where necessary.
* Management of mail (collection and dispatch), including associated submissions through the AusPost e-LMS system.
* Scan all incoming mail, sending it via email to the relevant staff/divisions (scanned mail to be stored for a period of seven days before being securely destroyed).
* Managing express post envelope usage and tracking.
* Ordering of express post envelopes and satchels from AusPost.
* Organise and execute the monthly All Staff Meeting (catering, meeting invitations, agenda creation/distribution, meeting coordination, etc.)
* Recall and return of archive boxes from GRACE records.
* Manage on-site Shred-X bins on level 2.
* Scanning all cheques and emailing them to the accounts department.
* Banking of cheques and cash via ANZ quick deposit bags.
* Demonstrated proficiency in contemporary computer software applications (Office 365), SharePoint, electronic content management, customer relationships management, learning management systems and internet applications
* Undertake administrative support (via coordination of agendas, meeting papers, meeting minutes, actions and catering, bookings, correspondence and communications)to committees across the Synod Office
* Model the values of the Uniting Church in Australia, Queensland Synod in day to day work including in interactions with managers, lay staff, ministry agents, clients and stakeholders.
* dentify and develop strategies to provide internal and external client focused customer service including identifying improvements to policy, process and the work environment.
* Work within the Code of Conduct and other policies and procedures of the Uniting Church in Australia, Queensland Synod and the provisions of the Workplace Health and Safety and other relevant legislation, including reporting hazards/incidents, support for injured workers and full participation in return to work plans.
* Undertake other duties as and when directed within the scope of the role and the capabilities of the incumbent.
Reporting relationshipand delegations:
This position reports to the Executive Support Manager
Delegation level: As outlined in The Uniting Church in Australia, Queensland Synod delegations
Selection criteria:
Qualifications:
* Certificate 2 in Business Administration an advantage
Experience and skills:
* Demonstrated experience in a receptionist role would be an advantage.
* Demonstrated experience in coordinating events, including assisting with planning, managing logistics, liaising with vendors, and supporting stakeholder communication to ensure smooth and successful delivery.
* Demonstrated high-level experience in coordinating and managing travel arrangements, including bookings, itineraries, and compliance with organisational policies.
* Professional presentation and polite telephone manner, with a positive and helpful attitude
* Proven capacity to work effectively independently and as a member of a team
* Demonstrated ability to use initiative, make informed decisions and manage multiple ongoing tasks.
* Strong knowledge and demonstrated proficiency in contemporary computer software applications (Office 365), electronic content management, customer relationships management and internet applications.
* Capacity and flexibility to cope effectively with diverse and demanding work agenda, manage competing priorities and meet inflexible deadlines · Solutions focused and self-driven with the ability to work independently, as well as part of a team, with a strong focus on continuous improvement. ·
* Commitment to working within the purpose and values of the Uniting Church in Australia, Queensland Synod and adhering to the policies, organisational requirements and processes.
Additionalrequirements:
* Current drivers' licence – Presentation of a current driver's licence must be made before your appointment to the position can be confirmed. ·
* Working out of hours to deliver event in full e.g. attendance at events such as Triennial Assembly and Synod in Session.
* The successful applicant must be eligible to legally work in Australia and proof of eligibility may be requested.