Administration Officer Custodial

Correctional centres are responsible for the delivery of custodial services across Queensland. People in custody are supervised in either high or low security correctional centres. High security centres provide for the management of adult prisoners held in secure custody correctional centres across Queensland.

To provide administrative support role to their supervisor such as the General Manager, Industries, Offender Development. The administration functions include, but are not limited to, court videoconferencing, centre personal and professional visits, accounts payable, trust accounts, site administration, industries, offender development and General Manager support.

In this role you will:

• Perform data entry and enquiry functions on database programs.
• Distribute and register incoming and outgoing correspondence.
• Undertake general administrative duties as requested supporting management including diary management, organising meeting rooms and teleconferences, minute taking, word processing and spreadsheets, answering telephone enquiries, photocopying, and faxing.
• Provide advice on general administration aspects of the area operations
• Efficient time management skills and the ability to prioritise tasks as demands arise and with competing priorities.
• Ensure the security of files and appropriate access to the files by relevant staff and approved external agencies.
• Ensure the confidentiality of all documentation handled and maintain a secure filing system.
• Process professional and personal visitor bookings for the centre.
• Provide information about visitor booking processes and answer queries on the day of the visit.
• Accounts receivable and accounts payable functions in SAP.
• Support stock control functions (MYOB).
• Undertake procurement and financial processing duties requiring financial reporting, purchase orders, corporate card reconciliation, monitoring of transactions and conduct banking as required.
• Control and maintain all monies receipted for prisoner trust funds, prepare necessary documentation for banking of same, including attending to any general enquiries regarding prisoners' trust monies.
• Check and compile weekly prisoner remuneration payments, including the correct payment of the amenities allowance and board and lodging where applicable
• Prepare discharge documentation relating to any trust monies held, including travel arrangements for prisoners.
• Prepare documentation for valuables and monies for prisoner's transfer, monthly reconciliations and disposal of prisoners' unclaimed cash and valuables.
• Undertake the IT system administrator role providing centre support for the phone and computer systems.
• Provide administration for asset and fleet management.

Within the context of the role responsibilities described above under “About the role', the ideal applicant will be someone who can competitively demonstrate their knowledge, skills and experiences and their suitability against the Leadership competencies for Queensland (Individual contributor): Vision, Results and Accountability in the context of the essential requirements for this role:

The essential requirements for this role are:

• Communication skills as demonstrated through the ability to listen, understand and speak clearly to a wide range of audiences.
• Written skills with the ability to summarise information and data
• Ability to apply and understand departmental policies and procedures
• Information technology skills at a competent level with the willingness to learn new IT skills and use internal information management databases as well as Microsoft Office software
• Ability to acquire knowledge of relevant acts and regulations
• Ability to use judgment and discretion with confidential information
• Decision making and reasoning involve gathering information, evaluating a variety of solutions, and selecting the best option, working ethically, working under pressure and demonstrating resilience