Office Area Administrator

OUR CLIENT

Country to Coast (formerly The PHN) is an independent not-for-profit organisation funded by the Commonwealth Department of Health to improve the health outcomes of the region.

Covering over 169,500 km2, Country to Coast is a culturally safe place to work and embraces diversity in all its forms. 

Country to Coast coordinates primary and preventative healthcare – that is, the healthcare that takes place outside of a hospital, such as General Practitioners, allied health, chronic disease management, aged care, mental health and Indigenous health. 

The key objectives of Country to Coast are to:

• Enable responsive and dynamic solutions that optimise population health and well-being
• Build healthy, resilient, connected communities – country to coast

THE POSITION

The Office Administration Manager is responsible for the management and coordination of office facilities and associated administrative services throughout Hervey Bay, Bundaberg and CCQ.

PERM PART TIME POSITION 25-30hrs per week (flexible days / times) 

KEY RESPONSIBILITIES

• Provide high levels of customer service standards and professionalism in handling phone call enquiries and welcoming visitors. 
• Maintain and regularly revisit phone call handling procedures to ensure they are effective and deliver best outcomes for callers. 
• Monitor and respond to ****@c2coast.org.au mailbox. Action as required.
• Proactively identify and action changes required to phone system messaging during holiday periods liaising with Director Corporate Services as required.
• Collaborate and discuss with other Office Administration Managers to ensure an effective and efficient workflow between offices and ensuring sufficient phone and leave coverage. 
• Maintain company CRM in line with organisational processes and procedures. 
• Organise internal/external meetings and events as required including managing external venues bookings. 
• Support logistics and catering coordination for staff recognitions events, functions, and fundraiser for the respective office.
• Play a key role in new starters on boarding, being point of contact for all new starters ensuring all arrangements have been made prior their commencement including local WHS and emergency evacuation induction, seating, onboarding plan. Checking in regularly. 
• Coordinate facilities and building maintenance to a high standard in line with WHS compliance requirements where applicable. 
• Ensure compliance with Workplace, Health and Safety this includes organising drills, fire safety training and test and tagging and office inspections. 
• Keep emergency plan, fire wardens and first aid documentation and posters for rescpective office up to date liaising with WHS committee as required. 
• Oversee and ensuring that offices complete Incident Reports where required.
• Manage office assets, provide IT assistance with IT issues if needed. 
• Provide localised Fleet Management service including adhering to the Motor Vehicle Policy
• Stock office supplies, ensuring kitchens and amenities are always in good working order.
• Invoice coding and credit card reconciliations where required.
• Data Entry tasks as required. 
• Arrange travel for staff members in line with Travel policy requirements (as required).
• Liaise with respective areas to coordinate the archiving of key document storage - hard copy and electronic. 
• Coordinate and/or provide administrative support and where necessary, discuss with the Director of Corporate Services
• Complete other reasonable duties as required.

 ESSENTIAL POSITION REQUIREMENTS

• TAdvanced administration skills, including ability to format documents at a high standard, create templates, take meeting minutes.

• Intermediate ability to compile and set up excel spreadsheets. 
• Experience in setting up and documenting administrative processes.
• Experience organising functions and meetings with both internal and external stakeholders at a high standard. 
• Understanding of occupational health and safety with respect to facilities and compliance.
• Work collaboratively with colleagues to promote a positive and healthy working environment.
• Experience working as Personal/Executive Assistant well regarded.
• Experience in supporting the implementation of business information system well regarded.
• Experience liaising with landlords and building management to address building maintenance issues.
• Understanding of purchasing processes, AP/AR.

Knowledge of and commitment to Work Health and Safety, Equal Employment Opportunity, Cultural Safety, and Continuous Improvement principles.

HOW TO APPLY

All applications are held in the strictest confidence.  

If you feel you meet the criteria and would like to apply, please send your CV with a covering letter through the apply button.

JENELLE SHIELD
EastCoast HR Group
P: 07 5443 6***
E: *****@eastcoasthr.com.au
W: www.eastcoasthr.com.au

We celebrate diversity and are committed to creating an inclusive environment for all employees. We thank all applicants for their interest; however, only those selected for an interview will be contacted.