Operations And Administration Officer

Brisbane Youth Service

Since 1977, Brisbane Youth Service (BYS) has worked to create new futures for vulnerable young people at risk of homelessness aged 12-25 years and their children.

Brisbane Youth Service is a non-profit that supports young people (aged 12 – 25 years) and young families who are experiencing homelessness or are at-risk of becoming homeless. We support young people to secure and maintain housing, address physical and mental health issues, establish successful relationships and support networks, and access pathways to education and employment.

At Brisbane Youth Service, we promote work-life balance, offer extensive professional development opportunities and provide a supportive team environment. We also offer generous salary packaging arrangements and five weeks of annual leave per year.

The Opportunity

• Full time position | 76hrs per fortnight

• 5 weeks annual leave

• Excellent salary packaging and benefits

To be successful in your application you will need to provide written responses to the following selection criteria:

Selection Criteria

1. Understanding of and commitment to BYS vision, objectives and practice framework
2. Demonstrated ability to work with MS Office products, including spreadsheets, MS Word and CRM databases and to deliver accurate and well-presented documents
3. Demonstrated capacity to undertake frontline reception duties via the telephone and face-to-face
4. Sound communication and interpersonal skills and a demonstrated capacity to interact positively with vulnerable young people and liaise with internal and external stakeholders
5. Sound organisational skills and effective time management with the ability to plan and prioritise work
6. Ability to manage sensitive information and maintain a high degree of confidentiality
7. Ability to use initiative in the workplace and demonstrate problem solving skills.
8. Demonstrated understanding of workplace health and safety compliance requirements

Education, Qualifications, Requirements (Mandatory):

• Certificate or Diploma in Administration, Business Studies or equivalent experience;
• Current Queensland driver’s license
• Working with Children Suitability Card [Blue Card] / willingness to obtain a Blue Card prior to commencement
• Evidence of vaccination, immunity, or medical exemption for the following preventable diseases prior to commencement: Measles, Mumps, Rubella and Varicella [Chicken Pox]; Pertussis [Whooping Cough]; and COVID-19
• Three references, including most recent Manager

Skills & Experience:

• Minimum 4 years’ working experience in administration
• Front office reception dealing directly with clients and members of the public (in a community service setting is desirable)
• Experience in fleet management
• Coordination of correspondence (electronic and paper-based), registers and filing
• Coordination of maintenance and repairs of assets and equipment

Personal Attributes:

• Personal drive and integrity
• Consultative and collaborative working attitude
• Flexible, self-directed initiative, collaborative, inclusive, respectful, ethical, accountable
• Commitment to a learning culture and ongoing professional development

Administrative Support:

• Front office reception duties providing effective, courteous and prompt communication
• Provide administrative assistance and support managers and EMT when required
• Maintain effective, prompt and secure document flow, recording and filing
• Assist and support Fundraising, Communications and Corporate Partnerships function with supporter engagement and Customer Relationship Management (CRM) database entry and maintenance
• Assist the Administration Manager in purchasing and acquisition of services and assets
• Assist with medical clinic administration using Best Practice software as required
• Monitor, support and assist to maintain Workplace Health and Safety protocols and requirements to ensure organizational compliance
• Assist with processing invoices and payments in NAB as required
• Maintain and safely secure assets including motor vehicles, office equipment and furnishings
• Contribute to the development and review of administrative policies and procedures and identify opportunities for system improvement
• Assist with setting up on site and external interviews, meetings and events
• Protect and promote the rights of children and young people, including making decisions compatible with the Human Rights Act 2019; and responding to and reporting suspicions and disclosures of abuse or harm
• Participate in both quantitative and qualitative data collection to support BYS continual quality improvement
• Undertake any other tasks as required

People, Culture, Safety:

• Model and drive a culture of respect, optimism, accountability, and resilience in line with the organisation’s values
• Model ethical behaviours in line with the BYS Code of Conduct and consistently apply ethical standards to self and others
• Protect and promote the rights of children and young people, including making decisions compatible with the Human Rights Act 2019; and responding to and reporting suspicions and disclosures of abuse or harm
• Ensure a healthy and safe workplace for all by adhering to BYS Work Health and Safety Policy, Procedures and Practices
• Actively participate to deliver the BYS Reconciliation Action Plan [RAP] initiatives and measurable actions that support First Nations equality across our organisation and services

Administration:

• Undertake administrative tasks relating to the role
• Ensure administrative functions are conducted in accordance with relevant policies and procedures
• Implement administration relating to the service, including accurate data, client files, correspondence, and financial records
• Submit timesheets and leave requests accurately and on time on a fortnightly basis;
• Undertake any other tasks as required

We know diversity makes a positive difference and encourage people from Aboriginal and/or Torres Strait Islander backgrounds to apply.

How to Apply

Thank you for taking the time to review this position and for considering working with Brisbane Youth Service.

To apply, please email your (1) Cover letter addressing the selection criteria along with your (2) CV to the HR team at **@brisyouth.org.

Applications for this position close Tuesday, 18 June 2024.

Interviews may take place progressively for successfully shortlisted applicants with an immediate start available. The position may be withdrawn earlier than the close date if an applicant is successfully appointed prior.

We look forward to hearing from you!