AddressBrief Summary of role:
The Corporate Services Trainee is responsible for providing comprehensive administrative support across various functions within the organization. This role involves managing day-to-day administrative tasks efficiently to ensure the smooth operation of the office and support the needs of staff and management. The Corporate Services Trainee will be responsible for executing a diverse range of tasks efficiently and effectively to contribute to the overall success of the CORPORATE SERVICES team.
The Corporate Services Trainee shall report to and work closely with the Human Resources Manager, whilst assisting the CORPORATE SERVICES team when required.
The Corporate Services Trainee will have a high-level computer and literacy skills, with the ability to organise workload, prioritise, multi-task and meet deadlines. You will be able to work efficiently with limited supervision, utilising initiative and as part of a team with the ability to operate effectively in an environment with competing demands.
The Corporate Service Trainee will learn all aspects of the below key responsibilities.
Key Responsibilities:
Office Support:
• Manage the Corporate Services reception, including answering phones, taking messages, greeting visitors, and handling inquiries.
• Manage visitor appointments and sign in/out book
• Maintain office supplies inventory and ensure sufficient stock levels.
• Coordinate office maintenance and repairs as needed.
• Manage the Corporate Services meeting/interview room booking, and assist with boardroom bookings, where required.
• Backfill the Main Office Reception (MOR) and associated tasks when required.
• Mailbox management - Pick-up and delivery of mail, register and distribution of all mail (in MOR absence).
• Keep reception area clean, tidy, organised and sanitised on a daily basis, including removal of rubbish, out-dated pamphlets, posters and information.
• Assist with the clean and tidy up of the Boardroom/interview room and ensure all surfaces are sanitised after each use of the room, as required.
• Provide general administrative support to the CORPORATE SERVICES team as needed.
• Assist in special projects, events, functions and initiatives as assigned by management.
• Complete monthly WHS site inspections and action accordingly.
• Collaborate with team members to streamline processes and improve efficiency.
• Prepare and distribute correspondence, memos, and other documents.
• Maintain and organise filing systems, ensuring a paper-free workplace.
• Assist in the creation and distribution of reports and presentations.
• Handle ad-hoc tasks and requests in a timely manner.
Human Resources Support:
• Serve as a liaison between our HR/Corporate Services team and Kalano’s programs and staff.
• Assist with the recruitment process, including job postings, scheduling interviews, conducting reference checks and inductions.
• Coordinate interviews, meetings, appointments, and travel arrangements for staff and management.
• Facilitate communication within the organization through emails, memos, and announcements.
• Support onboarding and offboarding processes for employees.
• Maintain personnel records and assist with HR-related documentation.
• Assist staff with IT issues, including but not limited to; computer, Employment Hero, Outlook, SharePoint and phone issues.
• Assist with the coordination of office relocations or setups.
• Assisting persons with the employment applications, including writing resumes and online application
• Assist staff with required certifications including Ochre Card applications, police checks, and uploading to system.
• Assist, coordinate and facilitate various training and professional development.
• Take meeting minutes/records of conversations, as required.
• Assist HR team with various registers, data collection and reports as required.
• Perform any other related duties as requested by the HR Manager.
WHS & Compliance:
• Adhere to WHS principles and practices.
• Learn and provide assistance with Kalano’s WHS & Compliance systems and procedures.
• Assist Compliance manager with internal audits.
• Assist Corporate Services team with WHS requirements, including update of registers, incident reports, inspections and meetings.
Salary and Conditions:
Employment Type: Parttime/ Fulltime
Salary Range: $49,283.33 - $65,000 per annum (pro-rata basis)
Entitlements/Benefits: 6 Weeks Annual Leave + 2 Weeks Sick Leave + 2 Weeks Ancillary Leave + 1 RDO per Month
Location: Kalano’s Main Office – Katherine, NT.
Hours of work: Fulltime: 37.5 hours per week between the hours of 08:00am – 4:30pm | Monday to Friday
Parttime: minimum 15hrs per week [between the hours of 08:00am – 4:30pm | Monday to Friday]
The successful applicant should possess the following:
• Competent use of computer software packages such as word, excel, email and internet.
• Sound Work Ethics – reliability, honesty, confidentiality, accountability.
• Ability to work in a team as well as unsupervised.
• Cross cultural awareness and effective communication skills.
• Adherence to WHS principles and practices.
• Adherence to Kalano Policies and Procedures.
• Willingness to undertake further training as required.
• Attention to detail.
• Quick learner with good time-management skills.
• Ability to handle confidential information.
• Valid NT Drivers Licence, Valid Ochre Card and willingness to undergo a National Police Check.
This is an Indigenous and/or Torres Strait Islander identified position.
All applications are to include an up-to-date Resume and a Cover Letter addressing your suitability for the role and apply via our Kalano’s Careers page before the closing date to be accepted.
Position Descriptions can be obtained from Human Resources.
Phone 08 897225***| Email **@kalano.org.au
Applications close: Sunday, 16th June 2024.
