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Administration Assistant Trainee
Full Time

POSITION PURPOSE:
The incumbent through training will be responsible for the daily centre operations including reception, centre facilities, customer service and general administration.  This role requires a self-motivated person who is organised and able to communicate effectively with a wide range of people and organisations in a welcoming and supportive manner. This position is a 12 month traineeship - This role is based in FRANKSTON

KEY RESPONSIBILITIES AND DUTIES:
Front desk reception and foyer
  • Provide customer service as the first point of contact via the telephone or people accessing the centre including:
  • Answering incoming telephone calls, determining the purpose of callers and forwarding the calls to the appropriate person
  • Recording and delivering messages when the appropriate person is unavailable.
  • Answering questions about the organization and providing callers with general information as required
  • Ensure communication in the centre is up to date and maintained including phone lists and notice boards
  • Delegate tasks and assist volunteers with providing admin support for centre staff

General centre administration support
  • Receive and sort incoming mail, including pickup and delivery to the Frankston post office each day
  • Receive and process incoming faxes and re-direct to appropriate person
  • Maintain the facsimile machine, photocopier, printer and assist using this equipment when required
  • Photocopy, collate and distribute documents as required
  • Assist in preparation of the minutes from Centre team meetings and OH&S meetings and distribute as required
  • Monitor and maintain the Centre’s stationery supplies
  • Monitor and maintain the Centre’s consumable supplies for both staff, clients and hirers
  • Provide filing, mail merges and other general administrative tasks to the Centre team as required
  • Compile information and reports as requested in a timely manner
  • Arrange catering for meetings and functions as required
  • Organise the archival and storage of records and files
  • Receive and process bookings both internal and external room hire
  • Process petty cash, invoices requests, internal transfers and invoices payable in a timely manner

Facilities support
  • Maintain the front desk reception area, waiting area, interview rooms, training rooms, kitchen, kitchenette and other shared spaces including tidying, cleaning and replenishing supplies as needed
  • Carry out opening and closing routine of centre’s facilities
  • Assume higher duties when Facilities Coordinator is absent or on leave
  • Assist with the setup of rooms for internal and external hirers as required including audiovisual equipment
  • Contribute to the process of continuous improvement of administrative processes and procedures

Occupational Health & Safety
  • All staff have as a minimum the following responsibilities with regard to Occupational Health and Safety:
  • Following safe work procedures and practices in accordance with current operating procedures
  • Taking reasonable care for the health and safety of self and others who may be affected by their conduct in the workplace
  • Seeking guidance for all new or modified work practices
  • Ensuring that any hazardous conditions, near misses and/or injuries are reported to a supervisor
  • Participating in meetings, training and other health and safety activities
  • Using equipment and materials in compliance with relevant guidelines or instructions, without wilful interference or misuse

Multiskilling
  • The Administration Assistant Trainee may be directed to carry out such duties as are within the limits of his/her skill, competence and training

KEY SELECTION CRITERIA
  • This is a traineeship position where learning will be done on the job
  • High level of initiative and the ability to problem solve in a supported environment
  • A willingness to commit to on-and-off the job training in accordance with their training contract
  • Good computer skills, including a working knowledge of MS Office Software
  • Displays appropriate organisational, prioritizing and time management skills
  • Self-motivation, with the ability to interact with and contribute to a team
  • Displays appropriate interpersonal and communication skills, and through training the ability to advise and liaise across all levels of the Brotherhood and external organisations
  • Demonstrates customer service skills
  • A practical understanding of the function of a Community based Centre
  • Understanding of sympathy with the values and ideals of the Brotherhood
CONDITIONS OF EMPLOYMENT
  • The successful applicant must be a Permanent Resident or Australian citizen.
  • Salary will be based on the National Training Wage Schedule, and conditions from the Clerks Private Sector Award 2010 level A at $16.18 per hour.
  • The position is a full time traineeship contracted for 12 months and will be 40hr per week with an ADO.
  • The successful applicant must undertake a Certificate III in Business.
  • A satisfactory Police Check conducted by the Brotherhood of St Laurence will be required as a condition to start employment.
  • A working with Children’s Check will be required.
  • It is a condition of employment that all staff take responsibility for a safe and healthy work environment and have a commitment to equal employment opportunity and a workplace free from discrimination and harassment.
  • A three month probationary period applies.

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