1. business and industrial

POSITION:
Office Administrator
REPORTS TO:
Executive Manager – KNLC
INTERNAL LIAISONS:
Executive Manager
Accounts
Programs Coordinator
Special Projects Coordinator
Childcare Coordinator
HOURS:
33 hours per week
8.45- 4pm Monday - Thursday
9.15 – 3.45 Friday
CLASSIFICATION:
NHACE – Collective Agreement 2010 (Award)
Adult & Community Education Employees Award Level 2
Annual leave is taken in the December –January Closure period, all other
leave is by negotiation with The Executive Manager and is to be taken as
LWP.
The Neighbourhood House is closed 1 week per School Holiday period this is
taken as LWP.
Purchase Leave arrangements are available
BACKGROUND INFORMATION:
Kew Neighbourhood Learning Centre (KNLC) is a not for profit organisation providing socially
inclusive educational, recreational, health and wellbeing and social support opportunities for our
local community. Our range of programs include but are not limited to childcare, playgroups, ESL
and IT classes as well as a selection of art and exercise classes.
KNLC also runs an Inclusive Communities Program that targets marginalised members of our
community, in particular, those living with a serious mental illness or disability. We also have 2
social enterprise activities in our Sparechair café and our Q Men’s shed.
KNLC undertakes various short and one off funded projects.
POSITION BACKGROUND:
The Office Administrator is a key position in our Organisation. It acts as the first point of
contact for our learners, staff and external liaisons with funding bodies. This position has a
number of responsibilities requiring the incumbent to answer phone calls, enroll participants
into classes, programs or activities and provide general information to participants,
community, staff and stakeholders.
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This position requires the incumbent to liaise with all areas of the House. The position
requires an independent disposition and a clear understanding of roles, responsibilities and
line accountability protocols. The position experiences levels of extreme stress during peak
times.
POSITION PURPOSE:
To work as an integral part of the KNLC team to assist in the operation of the administration area.
As a team member you will be responsible for implementing a safe, caring, healthy, and stimulating
environment in order to meet the physical, emotional, social, and intellectual needs of House
participants.
This position is charged with the review and implementation of administrative systems that allow for
the efficient functioning of the Neighbourhood House as an entity. This position will work closely
with the Executive Manager and it is expected that the individual will have a good grasp of the
House functioning.
MAIN DUTIES & RESPONSIBILITIES:
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Welcome all students, staff, participants and visitors to the Centre in a timely and
respectful manner.
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Respond to all incoming telephone calls, all emails and walk ins in a timely manner
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Enroll and reenroll students/participants into classes/activities using the VETTRACK
participant management system.
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Ensure equipment in the classrooms are in working condition prior to term
commencement (ie. Computers, laptops, TV). Address any outstanding matters by
referring on to maintenance.
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Refer student/participant requests onto relevant staff members or agencies as
appropriate.
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Respond to participant enquiries, including directing concerns or complaints as
appropriate.
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Attend to House repairs as requested by contacting trades people or contractors as
required.
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Ensure that the House is securely locked prior to leaving or that the last staff member
on premises is aware of lock up process and procedures.
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Ensure all external House hirers are briefed and aware of lock up and security protocols.
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Reconcile daily receipts and banking and manage receipts or purchases and payments.
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Banking monies on a daily basis as directed.
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Maintain and purchase stationery and cleaning supplies and adequate stores of
consumables
Quality
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Undertake a professional approach to service provision to ensure that the designated
quality assurance protocols are achieved
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Ensure that standard financial procedures for all KNLC activities are adhered to
including: printing and reconciling daily receipts and banking, reconciling daily/weekly
takings for the café and in consultation with accounts manage receipts for purchases
and payments.
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Ensure the security, integrity and confidentiality of all data.
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Coordinate staff activities to ensure maximum efficiency of Office systems.
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Undertake other duties as directed that are within limits of the employee’s skills
competence and training
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Complete tasks/duties within timeframes allocated
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Administrative responsibilities
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Input into the development of administrative strategies and processes to
improve/enhance the services offered and procedures used at KNLC.
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In consultation with the Executive Manager implement Procedural and Policy changes
to improve operational efficiency.
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Assist in the Coordination of Schedules, appointments and bookings.
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Maintain and update asset register in conjunction with the Bookkeeper.
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Assist in the implementation, maintenance and evaluation of quality information
systems within the Centre, this includes managing the IT maintenance and wherever
possible troubleshooting computer issues in the first instance.
Risk Management Responsibilities
Risk management is the responsibility of each staff member at KNLC. All staff is expected to follow
established safe work practices, procedures and instructions. They are to take reasonable care to
maintain OH &S for their own safety and that of colleagues and participants under their care.
All staff is guided by a set of clear policies and procedures and should seek assistance when they are
unsure about performing a determined task. Any incident, accident, injury, near miss or potential
risk should be reported and documented as soon as practicable to the Executive Manager.
It is a requirement of part time employment that staff participate in audits, team meetings and
training.
Judgement and Decision Making
Staff is expected to exercise professional and independent judgement free of bias. They are
expected to have a sound knowledge and understanding of the principles as they relate to the
Neighbourhood House and Learning Centre sector.
Guidance and advice is always available and should be sought when in doubt.
Qualifications and Experience
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Experience in office administration and support.
Understanding of the Client Management system (VETTRACK) – this is desirable but not
mandatory.
Sound knowledge of office administration and basic financials.
Highly organised but flexible.
Ability to remain focused whilst undertaking a number of tasks at any one time.
Sound knowledge of Microsoft Word, Excel, VETTRACK client management system and a
suite of Office software packages.
Accurate data entry and checking skills.
Sound knowledge of community support resources and relevant agencies.
Excellent face to face and telephone and customer service skills.
Ability to communicate and handle enquiries with tact, clarity and diplomacy.
Ability to be non-judgmental, confidential and sensitive in all interactions with clients.
Ability to work in a changing workplace culture, and be flexible and responsive in a
client-focused environment accordingly.
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Skills in oral and written communication with staff and clients
Ability to effectively discuss and resolve problems.
Prospective applicants must demonstrate the following selection criteria in their application.
Selection Criteria
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Proven experience in office administration and support (unpaid proven experience will
be considered).
Excellent customer service skills (telephone & face to face) in a stressful changing
environment.
Proven track record that clearly demonstrates an ability to adapt to change.
Competence in office administration and basic financial procedures such as printing and
reconciling daily receipts and banking.
Skills in managing time, setting priorities, planning and organising one’s own work.
Clear demonstrated examples of an ability to gather information, analyse and assess
problems and discuss and refer problems or concerns as they arise.
Ability to work in a team environment.
Knowledge and experience using a range of office software packages.
Satisfactory police check, WWC & First Aid certification.
Please note these are the minimum key competencies required in order to successfully complete
the range of tasks/duties as expected. This position experiences extreme levels of stress, only
individuals who can demonstrate clear coping strategies will be invited for interview.
AS an employee of KNLC you agree to abide by the employment conditions set out in your
employment contract.
Closing date for applications is COB April 8, 2015. The incumbent will be
expected to commence April 27th. Applications should be sent to
[email protected]
Only applications addressing the Selection Criteria in the covering letter will be considered for
interview. All CV’s must include at least 2 referees. One must be a direct line supervisor. In some
instances referees will be contacted prior to an interview being offered.
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