Administration Assistant (South Hedland Or Karratha)

Administration Assistant

Are you passionate about community and improving the lives of people. Gain invaluable experience in a busy community legal service based in the Pilbara.

Our Vision

The Pilbara Community Legal Service's (PCLS) vision is to empower the people of the Pilbara region to manage their lives effectively by providing accessible, equitable, responsible, and culturally appropriate advice, support, and advocacy.

What we do

PCLS is a not-for-profit, government funded community organisation that provides a range of free services which include:

• legal advice
• financial counselling
• tenancy advocacy, family violence, redress advocacy and support services
• migration settlement and transition services.

Position duties and responsibilities

Reporting to the Corporate Services Team Leader, and as a key member of the corporate services team you provide support and assistance with administration. In this position you will provide:

• Customer Service: Attending to the reception desk and directing incoming enquiries including walk-ins, phone calls and emails. Triaging clients, completing conflict checks and completing intake documents.

• Accounts: Purchase orders and basic account keeping.
• Fleet Coordination: Fleet coordination (vehicle checks & servicing), maintaining vehicle logbook register.
• Document Management: Meeting agendas, minutes and follow up actions. Scanning, filing, archiving and data entry. Collecting and sorting incoming mail and emails. Preparing monthly newsletters. Assist with reporting.
• Onboarding/Offboarding: Induction, onboarding and offboarding of new staff, volunteers, and student placements.
• Event Planning: Community engagement and event planning.
• Travel Arrangements: Booking travel arrangements for staff and clients.
• Additional Tasks: Reasonable ad hoc tasks as requested.

Essential Selection Criteria

Skills: The role requires practical and procedural knowledge across a technical or specialist area.

• Empathy: Able to work effectively, using empathy and demonstrating a commitment to social justice. Remain calm in challenging and stressful situations.
• Communication: Excellent oral and written communication skills with the ability to build relationships, be positive and encouraging of others with a can-do attitude. Confidence in answering phones and communicating with clients.
• Organisation: Ability to coordinate and track tasks and projects using a range of technology with attention to detail. Ability to manage your time at work and be organised.
• Computer Literacy: Intermediate experience in Microsoft Office.
• Cultural Sensitivity: Ability to work with diverse populations with cultural sensitivity

Knowledge: The role requires practical and procedural knowledge across a technical or specialist area. Basic knowledge of theoretical or practical tasks is applied to one function or activity area in this role.

• Qualifications: Certificate IV in Business Administration or above.
• Technology: Knowledge of Microsoft applications and relevant technology.
• Continuous Learning: Committed to continuous learning and processes.
• Administration Functions: Understanding of the role of administration and relevant statutory, regulatory and policy frameworks to draw conclusions, interpret and apply guidance material and resolve recurring problems is required.
• Privacy and Confidentiality: Understanding and awareness of privacy and confidentiality.

Behaviour: Takes responsibility for own actions and decisions, follows directions, demonstrating the organisational values, and ensuring safety.

• Emotional Intelligence: Understanding and managing one's emotions and the emotions of others is important for building positive relationships and resolving conflicts.
• Travel: Ability to travel across the Pilbara including overnight stays.
• Safety: Ensure a safe working environment and ensure reasonable self-care and care of others.
• Values: Ensure the values of the organisation are upheld and contribute positively to the culture of the organisation.

Why work for us

• Helping people in need
• 5 weeks annual leave with 17.5% loading
• Generous salary packaging arrangements
• Regular training, supervision and development
• Explore the Pilbara's stunning ancient natural landscapes

Eligibility Requirements

• Working rights within Australia
• Current C class Drivers Licence
• Current National Police Clearance
• Current Working with Children Check
• Full COVID 19 Vaccinations

How to apply

• Please click on the “Quick Apply” button
• Attach your CV/resume
• Attach a cover letter addressing the Key Selection Criteria

PCLS strives to create a safe and inclusive culture with wellbeing at the centre. We embrace diversity, welcoming Aboriginal and Torres Strait Islander people, and people with different lived experiences, abilities, gender, ethnicity, age and sexual orientation. We are a child safe organisation.

Applications close midnight (WST) Sunday 7 April 2024.

PCLS reserves the right to fill this position prior to the closing date should we identify a suitable candidate.

Thank you for considering a career at PCLS.