Administration Officer

The Organisation 

Since 1974, Mackay Regional Council for Social Development T/A Greater Whitsundays Communities (GW Communities) has facilitated, guided, and supported community consultations and collaborations to help shape some of the most significant work seen in the Greater Whitsunday region to fund local social infrastructure.  Greater Whitsunday Communities is a Company Limited by Guarantee that has adopted purposes to: 

• To ensure the people, the communities and the organisations of the Greater Whitsunday Region:

1. are enabled to have their issues heard and carried forward into the systems that can address them;
2. are supported to participate in regional social planning and development;
3. that there is systematic accountability back to the region's people.

• To collaborate with the Whitsunday, Isaac and Mackay local governments to enhance the Greater Whitsunday Region’s voice in broader State, National and Peak organisations' planning, policy and decision-making when appropriate.
• To act in a manner consistent with modern social and community development principles, including people’s ownership of their issues, equity, human rights, inclusion, social justice, self-determination, and collective action.
• To ensure that the channels for participation are constantly widened to enable the smallest local geographic or particular interest communities and the most disadvantaged groups to have the opportunity to input.

The Position 

The purpose of the role of the Administration Officer at Greater Whitsunday Communities is to work, with direction from the Executive Officer, to deliver business support services that assist the organisation in enabling empowered, more robust and connected communities in the Greater Whitsunday regions. The Administration Officer reports to and works closely with the Executive Officer and must establish and maintain collaborative and productive working relationships with all Greater Whitsunday Communities staff. The Administration Officer is accountable for ensuring that their services align with the organisation's values and strategic pillars. They must also comply with all relevant policies, procedures, legislation, regulations, and quality standards while providing exceptional internal and external customer service. Greater Whitsunday Communities aims to uphold high standards in governance, ethics, integrity, and continuous quality improvement.

Reports to: The Executive Officer

Tenure 

The successful candidate will be employed under a 12-month contract, subject to a performance review after six months. The tenure is expected to be extended based on Greater Whitsunday Communities' discretion and is contingent upon the availability of funding.

Hours and Location 

This is a part-time (up to a maximum of 20 hours per week) position and is located  at :

Greater Whitsunday offices, 

Old Town Hall,

Sydney Street

Mackay. 

Greater Whitsunday Communities is dedicated to a flexible work environment that encompasses a hybrid working model. The chosen candidate will be required to work in the office on Tuesdays, Wednesdays, and Thursdays. However, there is flexibility to negotiate working from home and adjusting work hours for Mondays and Fridays.

Salary Conditions 

A salary package will be negotiated with the successful candidate commensurate with the position's responsibility and the successful candidate's qualifications and capabilities. 

RESPONSIBILITIES 

1. Conduct reception duties, such as greeting visitors, overseeing sign-in processes, and handling phone calls.
2. Provide comprehensive secretarial support to the Greater Whitsunday Communities Board, including organizing papers, recording minutes, arranging meeting rooms, and coordinating reports and documents.
3. Manage inquiries in-person and via email, and assist community members, organizations, and government stakeholders in accessing services.
4. Offer administrative assistance to the Executive Officer, Staff, and Board of Greater Whitsunday Communities as needed.
5. Handle financial tasks including invoicing, payroll support, budget management, and tracking expenses.
6. Perform general administrative duties like word processing, filing, photocopying, and preparing various documents such as marketing materials and reports.
7. Maintain accurate and current corporate records.
8. Oversee the procurement and maintenance of office equipment, including organizing repairs.
9. Undertake administrative tasks to ensure office safety and health standards, like managing cleaning supplies and electrical safety checks.
10. Coordinate the use and maintenance of company vehicles, including scheduling repairs, maintaining logbooks, and handling registrations.
11. Ensure a consistent supply of stationery and office materials.
12. Assist with financial administration tasks like purchasing and account payments.
13. Organize travel arrangements for staff members.
14. Input data into corporate databases for various purposes like customer surveys and membership details.
15. Prepare and distribute client and stakeholder packs and mailouts.
16. Manage and update social media platforms, ensuring effective communication and engagement with the community.
17. Carry out additional duties as needed.

Lodging your application

To receive an application pack, please email 

*********@GWCommunities.org.au 

Applications that have been submitted without an application pack will not be accepted.

Closing Date: Monday 5th February 2024