POSITION DESCRIPTION POSITION TITLE: RECEPTIONIST/ADMINISTRATION ASSISTANT DIVISION: Children Youth & Families DEPARTMENT: Ecumenical Migration Centre LOCATION: Fitzroy until mid-2015, then Epping OCCUPANT: Vacant DATE APPROVED: February 2015 APPROVED BY: Hutch Hussein, Senior Manager-Refugees Immigration & Multiculturalism _____________________________________________________________________________________________________ ORGANISATION BACKGROUND: Established during the Great Depression, the Brotherhood of St Laurence (BSL) was the vision and creation of Fr Gerard Tucker, a man who combined his Christian faith with a fierce determination to end social injustice. The BSL has developed into an independent organisation with strong Anglican and community links. Today, we continue to fight for an Australia free of poverty. The Brotherhood of St Laurence employs over 600 staff and is supported by 1200 volunteers. We are developing social and community enterprises to address inequality by forming partnerships between government, business, community and welfare organisations. As well as providing services and programs for families and elderly people on low incomes, refugees, young people and the unemployed, we research the causes and effects of poverty and advocate national and local policy solutions for people who are disadvantaged. The BSL is currently focusing its work on strategies to alleviate and prevent poverty for those people most at risk at the four transition stages considered critical to their future well being: the early years, the years from school to work, periods in and out of work and retirement and ageing. The BSL has developed a strategic plan which has four key priorities which are supported by action plans for each of its eight divisions. These are:     To have systems and processes in place to support staff. Reduce disadvantage and increase social, civic and economic participation through policy, program and practices. Continue to influence and learn from others. Generate income from diverse sources to keep the organisation strong and foster innovation. Each of these priorities is underpinned by a well structured, researched and documented body of knowledge to support all elements of work within the Brotherhood. Page 1 The Children, Youth & Families (CYF) Division is one of eight Divisions of the Brotherhood of St Laurence and exists to engage with individual and communities to empower them and build their capacity through providing services, advocacy and community regeneration. The work of the Division is structured around children and families as well as young people and refugees. DEPARTMENTAL PURPOSE: The Ecumenical Migration Centre (EMC) has been at the forefront of the migrant rights movement in Australia for nearly sixty years. It pioneered the delivery of services to migrant communities and continues to strengthen the capacity and infrastructure of these communities, enabling them to be active participants in advocacy and service development. This work also builds bridges into mainstream services and opportunities. As a leading part of BSL's Refugees, Immigration & Multiculturalism (RIM) transition area, the EMC works to: 1. Strengthen families, communities and their organisations (through complex casework and counselling, community development and organisational support for new and emerging communities); 2. Shape responsive service provision (through service development, advice, information, special projects across a range of sectors); 3. Influence public opinion and public policy (through advocacy, policy analysis, advice to government and community education); and 4. Learn, through its relationships with recently-arrived communities, to act as a centre of knowledge and experience (through information, consultation and advice, documentation, action research and publications). POSITION PURPOSE: This position will undertake reception, office facilities management, customer service and general administration duties. KEY RESPONSIBILITIES AND DUTIES: 1. Administration and reception:  Attend to all communications - phone, fax, mail, email etc to the office/Hub  Provide a high level of customer service to all internal and external visitors and stakeholders, including:  meeting and greeting visitors and contacting relevant staff  answering incoming calls and providing timely and accurate assistance, forwarding caller to appropriate staff member and recording accurate messages as required  answering queries and providing accurate information to the public relating to services offered.  Collect and collate reception data for monthly reports and email to EMC's Strategic Development Officer by each deadline  Responding to voicemail messages and emails in a timely manner or forward to the appropriate staff member.  Enforce and maintain site visitor and staff sign-in procedures.  Provide administrative support to internal staff and partner agencies under the direction of the Administration Coordinator. 2. Assist with site facilities management:  Administration of general site maintenance and repairs, including photocopier, air conditioning/heating and other office equipment.  Ordering of site and communal consumables and stationery.  Liaise with BSL property maintenance department and external stakeholders, such as landlord and contractors.  Assist with ensuring site is well presented, safe and maintained and report any issues identified. Page 2  Carry out OHS inductions for new staff, volunteers and students. 3. Coordination of internal and external meeting room bookings:  Administration and monitoring of online rooms booking system and taking appropriate action to resolve competing room bookings.  Manage bookings by external groups and induct group facilitators into the site (hand-out key, collect bond for after hours bookings, familiarise where general facilities are located).  General promotion of facility hire to community groups and external agencies and answer initial general queries.  Monitor incoming revenue from external facility hire. 4. Assist with the planning and promotion of community events and promoting services and programs:  Administer events in conjunction with site staff.  Assist EMC programs with regular event coordination and promotion.  Provide community members and agencies with accurate information regarding BSL and partner agency programs and services.  Prepare meeting rooms and clear up after meetings as required. 5. Financial maintenance and reporting:  Maintain and reconcile EMC petty cash.  Receive, record and follow-up incoming payments for room hire.  Support EMC Administration Coordinator to process and monitor payment of invoices. 7. Continuous Improvement & Multi-skilling:  Identify areas where improvements can be made to increase the effectiveness of the reception function.  Assist in the development and streamlining of administrative processes.  Provide administrative support to the EMC Senior Manager-RIM, EMC Administration Coordinator and other site staff as required.  The Receptionist/Administration Assistant may be directed to carry out such duties as are within the limits of his/her skill, competence and training. ORGANISATIONAL RELATIONSHIPS: Reports to: Internal Liaisons: External Liaisons: EMC Administration Coordinator/PA to Senior Manager-RIM EMC team, BSL staff and other site agencies (Epping) Hub Partner agencies, Whittlesea City Council, external contractors organized through Council, site visitors and clients. KEY SELECTION CRITERIA: ESSENTIAL:  Minimum of Certificate III in Business Administration or relevant qualification/experience.  Strong customer service and reception skills and experience in a similar role, preferably in a community-based organisation.  Experience with office equipment such as photocopier, switchboard, laminator etc.  Sound working knowledge of all aspects of MS Office programs and the Internet, including calendar management experience.  Demonstrated experience in basic financial administration.  Demonstrated well-developed interpersonal and communication skills, including the ability to advise and liaise across all levels, both internally and externally, and with people from diverse cultural backgrounds.  Excellent time management and job prioritisation skills, including an ability to prioritise and work under pressure to tight deadlines.  Ability to work independently and as an effective team member to achieve goals.  Demonstrated initiative and problem solving skills, and ability to adapt to new and challenging situations and tasks.  Professional approach with a high customer service focus. Page 3  Understanding of and empathy with the values and ideals of the BSL. DESIRABLE:  Demonstrated experience working with Culturally and Linguistically Diverse (CALD) staff and clients.  A second language reflecting the Whittlesea population (Arabic, Kurdish, Persian, Sinhala or Tamil). CONDITIONS OF EMPLOYMENT:            Conditions as per the BSL Community Services Enterprise Agreement 2014. Salary will be in the range of $42,034.20 - $45,862.96 per annum, based on qualifications and experience. This role is currently based at EMC's Fitzroy office but will be moved to its new location at the Epping Central Services Hub (713 High Street, Epping) in July/August 2015. There is expected to be up to potentially 20 agencies and 120 staff based at this busy Hub. Hours will be full-time, 38 hours per week or 40 hours on the ADO system. 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. All staff are expected to behave in accordance with the principles of the Brotherhood of St Laurence Code of Ethical Behaviour. A standard Police Check is required. A six month probationary period applies. The BSL operates a smoke-free work environment. The BSL is an equal opportunity employer and appoints staff on the basis of merit. All staff must be eligible to work in Australia. ____________________________________________________ Manager's signature __________________ Date ____________________________________________________ Incumbent's signature __________________ Date Page 4