Human Resources > Position Descriptions > Management & Administration > Administrative Officer
Authorised by Human Resource Officer
Revised Date: 06 June 2022
Position: Administrative Officer
Award and Condition: Kyeema Enterprise Agreement
Hours: By Arrangement
Responsible to: Corporate Services Manager and ultimately the Chief Executive Officer
Location: 50 Lalor Street, Portland with support to all any Kyeema worksite
Objective of Role
Provide high quality administrative support across the organisation in a manner that complies with all internal procedures and external laws and standards.
Key Responsibilities
•Communicate professionally about Kyeema’s services with stakeholders and general public via face to face reception, email and phone
•Work collaboratively with other team members
•Be able to work with minimum supervision and organise own work flows
•Undertake support for Kyeema’s corporate and operational areas
•Update Kyeema’s Quality Management System (QMS)
•Organise events and activities for Kyeema services as determined by management
•Undertake minor financial tasks as detailed
•Undertake general administrative duties as detailed
Child Safe Responsibilities
•Kyeema holds a policy of zero tolerance to racism and has expectations that staff and volunteers will act on incidents of racism
•Kyeema has systems to protect children from abuse, will take all allegations very seriously and will respond to them consistently in line with Kyeema’s policies and procedures
•Kyeema is committed to promoting cultural safety of Aboriginal children, cultural safety of children from culturally and/or linguistically diverse backgrounds and to providing a safe environment for children with a disability
•Kyeema is committed to ensuring the acceptance and inclusion of participants' and workers' gender identities
Reception, Administration, Staff Support
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Staff the reception desk at Lalor St office and deal with enquiries. Direct enquiries to appropriate staff where needed |
Daily |
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Filing electronically and in hard copy |
As required |
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Admin support for managers and staff members |
As required |
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Manage stationary and office supplies including replenishment |
As required |
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Coordinate and process staff ID badges |
As required |
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Assist Finance Manager in keeping assets registers for each site |
Monthly, as required |
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In liaison with CEO prepare agenda, take and write minutes for monthly management team meetings. Attend this meeting |
Monthly |
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Prepare agenda, take and write minutes for Board of Management, and subcommittees, Family Forums and other meetings as requested by managers. Flexible hours may be required for some of these meetings. |
As required |
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Use and guide others in the use of communications technology |
As required |
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Provide Information Technology assistance to all sites including updating virus protection and installing software as required |
As required |
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Create annual incident report register (Microsoft Access Database) |
Annual |
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Assist employees with Carelink+ related issues e.g. printing timesheets, trouble-shooting Carelink mobile phone issues |
As required |
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Perform employee checks during new employees’ intake process in the absence of HR Officer |
As required |
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Organise servicing of vehicles and repairs |
As required |
Information Management
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Processing inwards and outwards mail and recording same |
Daily |
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Word processing, data entry as required by CEO and Managers with priorities determined by the Corporate Services Manager |
As required |
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Maintain weekly and quarterly offsite backup drives of Kyeema’s K:\ drive |
Weekly, Quarterly |
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Maintain a number of databases including a staff database and client/family database |
As required |
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Maintain the admin@kyeema.com.au inbox including forwarding received emails to the correct Kyeema staff members and deleting spam and phishing emails. |
Daily |
|
Process new staff & participant files / information |
As required |
Quality Management System
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Ongoing updating of Kyeema’s Quality Management System and documentation, including policies, procedures, forms, handbooks. |
As required |
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Forward email to staff regarding updates on QMS |
As required |
Marketing Support
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In consultation with CEO and Managers design flyers, brochures and marketing material for Kyeema services via desktop publishing |
As required |
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Review content of marketing material in liaison with CEO and Managers to ensure up to date information e.g. Website |
As required |
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Ensure supplies of flyers, brochures and marketing materials are replenished. |
Monthly |
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Maintain record on computer and in a physical file, of media articles about Kyeema. |
As items occur and monthly |
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Create and submit advertisements for Seawinds Nursery to 3RPC in liaison with the Seawinds Nursery Manager |
Monthly |
Organisation of Activities and Events
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Assist the CEO and Finance Manager in the preparation and organisation of the Annual General Meeting. |
Annually |
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Assist in the organisation of activities and events by arranging facility, equipment and catering, in liaison with the relevant coordinator |
As required |
Finances
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Maintain petty cash float and keep all relevant records. Liaise with Finance Manager re float |
As required |
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Receipting of participant monies received in person |
As required |
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Perform and maintain a database of financial reports from the Seawinds Nursery POS machine |
Monthly |
General
Kyeema Support Services endeavours to provide the best service possible for people who have a disability. Over time the sector and participants change.
The ability to adapt to the organisation’s changing needs is important. It is acknowledged that such flexibility may impact on the key task areas as listed above. It is the responsibility of both parties, Kyeema (represented by the CEO or Corporate Services Manager), and the Administrative Officers to monitor any significant adjustments to duties and to negotiate amendments to the above as required.
Administrative Officers are to liaise with the Corporate Services Manager (or CEO) as required regarding the planning and reviewing of tasks.
Skills and Qualities required for position of Administrative Officer
The following are a mix of qualities, skills and experience required for the position of Administrative Officer
•The ability to relate to participants, families, staff and other stakeholders of Kyeema
•Organisational skills
•Administrative, report writing and IT skills
•Demonstrated ability to work in a team environment including communicate in a respectful and professional manner with colleagues
•Neat and professional presentation appropriate to someone who is a face of Kyeema