Receptionist (C

Wathaurong Position Description

Position Title Receptionist

Location Geelong

Unit Corporate Services

Contract Casual

Aboriginal Community Controlled Health Services Award
Award

2020- Level 2 Pay point 2

Reports to Facilities Manager

Direct Reports NIL

Wathaurong Aboriginal Cooperative Limited

The name Wathaurong (Wadda-Wurrung) is a recognised Tribe

(community which consists of some 25 Clans) that form part of

the Kulin Nation of Aboriginal people. The Traditional

boundaries of the Wathaurong people span the coastline from

the Werribee River to Lorne peninsula and traverse inland to a

north direction towards Ballarat. Wathaurong services

Aboriginal Communities living on Wadda-Wurrung, Gulidjan and

Gadubanud Countries.

Wathaurong was formed by community in 1978 as a place of common ground where Aboriginal

people could be together and share in a sense of community with formal registration in 1980 to

support the social, economic, and cultural development of Aboriginal people, particularly within

the Geelong and surrounding areas. Wathaurong Aboriginal Cooperative Limited is an

Aboriginal Community Controlled Organisation governed by an Aboriginal Board who are

elected through the Annual General Meeting process annually, with their Chief Executive Officer

to operationalize the strategic directives of the Board.

(Pictured - Wathaurong Service catchment area)

Purpose of the Role

The receptionist’s role is to provide support services and programs, through the undertaking

administrative reception duties & maintaining record systems. As receptionist you will also be

required to provide ongoing administrative support to staff & management as required.

Key Result Area Key Responsibilities

Primary Responsibilities • Answer all incoming calls, forward calls to staff as appropriate

or take messages. All messages must be recorded and

distributed or emailed to staff

Receptionist | Position Description

Wathaurong Position Description

Key Result Area Key Responsibilities

• Greet all visitors, inform staff of appointment arrivals as

appropriate

• Ensure all calls and visits to the office are recorded in

appropriate statistical sheet/s

• Ensure Meeting Room and Interview Room are kept tidy.
• Keep Reception and kitchen area tidy and order

replenishments of supplies

• Co-ordinate and order stationery supplies
• Ordering and organising catering for meetings where

requested

• Coordinating ordering and distribution of uniforms
• Perform clerical work as required
• Provide administrative support to Senior Management Team

as required

• Assist with preparation and distribution of Community

Newsletter

• Assist in management of smartfleet system including setting

up users, reallocation of pool car bookings, other functions as

requested.

• Manage photocopier including ordering, storing and filling

paper, logging faults & service.

• Assist in creation of Purchase Orders in accounting system.
• Process and distribute all incoming mail, forward emails as

required

• Organisational Staff Meetings as required
• Other duties as directed by the Senior Managers and

consistent with the overall goals and responsibilities of this

position

Finance, Quality & • Commit to providing quality service through taking personal

Compliance responsibility for adhering to current standards of practice.

• Participate in appropriate registered activities within the Co-

operative

• Ensure the health and safety of employees and other persons

within the work environment

• Report all hazards, accidents or incidents which have resulted

or may result in an injury to others or damage to property

• To be familiar with emergency and evacuation procedures

and to participate in regular training in safety procedures

• Comply with the standards of a child safe organisation in both

practice and culture

Stakeholder & • Role develops appropriate and meaningful partnerships with

Community Engagement organisational and community stakeholders that support the

achievement of service delivery and funding program targets.

Receptionist | Position Description

Wathaurong Position Description

Key Result Area Key Responsibilities

People & Performance • Adherence to organisational goals, objectives, Policy and

Procedures

• Regular briefings and supervisory support with Senior

Manager

• Probationary and Annual Performance Appraisal

Selection Criteria

Essential

• Excellent administrative skills and experience working in a reception or professional office

environment

• Ability to provide excellent phone answering services, preferably with experience using a

switchboard system

• Experience providing customer services preferably in a community or health setting
• Demonstrated understanding of Aboriginal cultural practice and custom, and the ability to

demonstrate cultural awareness and respect

• Strong interpersonal skills with ability to develop positive relationships with team members

including visiting practitioners

• Strong written communication skills and computer literacy with a high level of accuracy in

data entry and record keeping

• Ability to work effectively and cooperatively as part of a team and follow processes
• Knowledge of safe and appropriate culturally centred practices for Aboriginal and/or

Torres Strait Islander focused services, including employment of Aboriginal and/or Torres

Strait Islander people.

• Demonstrated understanding of social, physical, economical, and cultural strengths and

challenges affecting Aboriginal communities and their ability to access adequate and

quality services.

• Understanding of the purpose and expectations of the Victorian Child Safe Standards and

demonstrated commitment to contributing to a child safe organisation in both practice and

culture.

Desirable

• Identify as Aboriginal and/or Torres Strait Islander.
• Demonstrated experience working with Aboriginal Community Controlled Organisations.

Conditions of Employment

• Must pass a National Police Record Check.
• Must pass and hold a Working with Children’s Check throughout the period of

employment.

• Must hold current full Victorian Drivers Licence and provide a copy.
• If the position is for a role specifically providing services that are billable to NDIS,

Wathaurong requires a valid and current NDIS Worker Screening Check clearance.

• Must provide evidence of COVID-19 vaccination or medical exemption.

Receptionist | Position Description

Wathaurong Position Description

Conditions of Employment

• All Wathaurong positions are subject to funding.
• All Wathaurong staff are subject to an initial six-month probationary period.
• Other terms and conditions are in line with the relevant award and Wathaurong internal

policies.

Physical requirements & environmental conditions of the role

The following table identifies the physical and psychological work environment characteristics

that are inherent requirements of the role. Where possible, Wathaurong will make reasonable

adjustments to enable individuals with disabilities to perform the essential functions of their

roles.

A signed pre-existing condition declaration form is required to be completed prior to

commencing in this role

Required activities / working environment Frequency

Computer based tasks, sedentary position, office based Often

Repetitive manual tasks Often

Driving, in & out of vehicles Sometimes

Lifting/moving equipment Sometimes

Walking, climbing stairs, bending Sometimes

Working alone or at a co-located site Sometimes

Confrontational/confronting situations Sometimes

(Due to the nature of our work, there may be times when staff

are exposed to behaviour, language and/or situations that can

be confronting)

Working outside in differing weather conditions Rarely

Attending external locations including client homes Rarely

Wathaurong’s Commitment to Safety

Wathaurong is committed to providing a child safe environment. We have zero tolerance of

any abuse or maltreatment of children. We are committed to ensuring children and young

people can actively participate in decisions that affect their lives. All children have the right to

be children and live free of abuse and neglect, so they can grow, learn, and develop. Everyone

within Wathaurong is responsible for ensuring a culture of child safety, preventing child abuse,

and abiding by the Child Safety Principles.

We understand our legal and moral obligations to treat any child safety concerns seriously. We

report any allegations and wellbeing concerns to authorities.

Wathaurong is committed to the health and wellbeing of its employees and stakeholders and

has a zero tolerance to all forms of violence.

Receptionist | Position Description

Wathaurong Position Description

Application and Recruitment

Applications should consist of a current resume and a cover letter including responses to the

Key Selection Criteria, submitted in Word or PDF format before the closing date.

Enquiries regarding the position should be directed to jobs@wathaurong.org.au or submitted

directly to SEEK

Applications for this position will close at insert appropriate

Shortlisted candidates will be invited to attend an interview.

Behavioural Expectations:

• All employees with Leadership responsibility are required to:
• Follow all specified Human Resource Policies & Procedures
• Manage employees in a consistent and transparent manner, setting clear targets &

behavioural expectations

• Select the best candidate for the role, free from discrimination
• Conduct monthly supervision, One on One’s for a minimum of 30 minutes
• Conduct formal performance appraisal with set KPI’s and individual development plan by

March each year and conduct a mid-year progress review in September

• Make decisions within your delegated authority and funding agreements
• Ensure all funding agreement reporting requirements are undertaken in a timely manner
• Effectively manage employee time & attendance and leave applications
• Consistently manage the performance of all team members to ensure equity in work

allocation

Key Performance Indicators:

• Responsibilities are met in line with organisational policies and procedures, and contribute

to relevant goals and objectives of the organisational strategy.

• Community members and managers receive consistently professional, efficient, and

culturally appropriate service when attending or contacting the site

• Role demonstrates continuous quality improvement and risk management as identified

and measured through organisational processes.

• Role undertakes any organisational and position-specific training and accreditation

required.

• Internal and external reporting and record management obligations are met to an

appropriate standard in a timely manner.

• Role contributes to the health, safety and wellbeing of all employees and visitors to the

Cooperative by reporting risks, hazards, and incidents and maintaining awareness of

emergency procedures.

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Wathaurong Position Description

Key Performance Indicators:

• Role contributes to the cultivation of positive organisational and team environments that

are supportive of culture, equality, and diversity.

Receptionist | Position Description

Wathaurong Position Description

Office experience, Front desk