Office Coordinator
April 2015
Reporting to:
Direct Reports:
Office Manager
N/A
Status:
Permanent
Salary range:
Location:
$45,000-50,000 + super
Sydney
Full Time
About the organisation
ReachOut is Australia’s leading online mental health organisation for young people.
One in four young Australians are experiencing a mental health difficulty. But there’s an even
bigger problem: 70% of those who need help don’t get it. After friends and family, the
internet is the first place young people turn to for information and support. That’s where
ReachOut Australia comes in.
Since 1998, ReachOut has worked alongside young people to deliver online tools that
address youth mental health and reduce youth suicide. Everything on ReachOut is
developed in partnership with young people, making it relevant and engaging. Plus, it’s all
based on the latest evidence for promoting mental health, which means it’s trustworthy and
effective.
ReachOut is a safe space for young people to learn about what they can do to get through
(or help others through) tough times. Available anytime and pretty much anywhere,
ReachOut receives over 1.85 million visitors a year.
About the role
The most important thing you can bring to this role is a real 'can do' attitude, where no task is
too big or too small for you. Your ability to prioritise tasks, take initiative and work with a
‘never leaving things that you can do today till tomorrow’ attitude will be the key to your
success in this role.
The Office Coordinator is responsible for the smooth, day-to-day running of our office
environment, including receptionist duties, maintaining the office environment, and attending
to general enquiries in person, on the phone or via email.
You will be working closely with the Office Manager, Finance Manager, and HR Manager to
support them with their operational tasks and ad-hoc projects. To do this, you will have skills
in administration and customer service. You will need a strong understanding of MS Office,
and knowledge of MYOB and CRM systems will be highly regarded.
Main Responsibilities
Reception
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Manage telephone enquiries
Greet visitors and provide a positive first impression of ReachOut
Manage general email enquiries
Administration
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Perform postage and banking duties on a daily basis
Carry out administrative duties as required including:
o Word processing, filing, photocopying, collating etc
o Collecting, sorting and distributing mail incoming & outgoing
o Maintaining general tidiness of the office, including the kitchen area
o Organising courier pick-ups and deliveries
o Maintaining supplies of stationery and staff amenities
o Book venues
o Manage travel bookings, including flights and accommodation
o Manage and book catering
Maintain ReachOut’s office storage and archiving systems
Compile monthly PMO reports
Financial Support
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Administer cab charges for monthly reconciliation
Filing
Code monthly Organisational Development supplier invoices
Other support as required
HR Support
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Provide administrative support (e.g updating induction packs)
Implement ReachOut’s Working with Children procedures
Other support as required
Risk Management
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Be the First Aid Officer and Fire Warden
Deliver training sessions for staff members (e.g. staff inductions, evacuation
procedures)
General
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Provide limited administrative support to the Deputy CEO including, expense
reconciliation, calendar management and travel bookings.
Assist with the organisation of workshops and external organisational events as
required including venue, catering, transport, etc.
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Key Relationships
With
Purpose
1. Office Manager
The Office Manager provides ongoing management and
support
2. Operations Team
Participate as a positive and contributing team member
3. Broader ReachOut
organisation
Provide efficient and timely administrative support
To be successful in the role, you need:
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Excellent communication and interpersonal skills
Proven MS Office experience
Ability to manage your time and prioritise tasks
Experience providing administrative support in an office environment
Ability to look for efficiencies and streamline processes
Ability to work effectively with a wide variety people
Proactive, can-do attitude
Alignment with ReachOut’s values
Strong attention to detail
Able to engage young people in our work in meaningful and creative ways.
Able to live ReachOut’s values and behaviours.
We also think it would be helpful to have:
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Experience in or passion for working with young people
CRM/database management experience
Experience of WHS framework
Driver’s licence
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