Administrative Assistant

The Administrative Assistant plays a crucial role in supporting the efficient functioning of Whitebream Australia's office operations. This position provides administrative and clerical assistance to various departments, contributing to the smooth delivery of disability support services and ensuring a positive experience for clients, staff, and stakeholders.

Key Responsibilities:

• Administrative Support: Provide general administrative support, including answering phones, responding to emails, scheduling appointments, filing documents, and managing office supplies to facilitate smooth day-to-day operations.
• Client Services: Assist with client intake processes, maintain accurate client records, and coordinate client appointments and service requests to ensure timely and effective delivery of support services.
• Communication: Serve as a point of contact for internal and external inquiries, relay messages accurately, and communicate information effectively to staff, clients, families, and visitors.
• Data Entry and Reporting: Perform data entry tasks accurately and efficiently, update databases and spreadsheets, and generate reports as required to support decision-making and compliance with NDIS reporting requirements.
• Meeting Coordination: Assist in organizing meetings, workshops, and events, including scheduling, preparing agendas, coordinating logistics, and taking minutes to facilitate effective communication and collaboration among team members and stakeholders.
• Documentation and Recordkeeping: Maintain organized and up-to-date filing systems, records, and documentation in accordance with privacy and confidentiality standards, ensuring easy access and retrieval of information as needed.
• Office Management: Assist in maintaining a clean, orderly, and professional office environment, including monitoring office equipment, coordinating maintenance and repairs, and ensuring compliance with health and safety regulations.
• Team Support: Collaborate with colleagues and provide assistance as needed to support team goals and objectives, fostering a positive and cohesive work environment.
• Adherence to Policies: Adhere to organizational policies, procedures, and protocols, including those related to confidentiality, privacy, security, and compliance with NDIS regulations.

Qualifications and Experience:

• High school diploma or equivalent qualification required; additional certification or vocational training in administration or office management preferred.
• Proven experience in an administrative support role, preferably in a healthcare, disability services, or non-profit organization.
• Excellent organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
• Strong attention to detail and accuracy in data entry, recordkeeping, and documentation.
• Proficiency in computer skills, including Microsoft Office suite (Word, Excel, Outlook), email management, and basic office software applications.
• Effective communication skills, both verbal and written, with the ability to interact professionally with diverse individuals.
• Commitment to maintaining confidentiality, privacy, and sensitivity in handling client information and sensitive matters.

• Looking for candidates available to work:
  • Monday: Morning
  • Tuesday: Morning
  • Wednesday: Morning
  • Thursday: Morning
  • Friday: Morning
• 2-3 years of relevant work experience required for this role
• Working rights required for this role
• Expected salary: $50,000 - $60,000 per year