(3 months fixed term)
Are you a dynamic administative assistant with great organisation skills?
Part time 3 days per week, or equivalent hours negotiable.
Position Scope
The primary function of this role is to ensure a high level of administration support is provided to internal and applicable external stakeholders, included but not limited to the CEO and the Menzies administration team.
Key Responsibilities and Duties
· Maintain a positive work culture using a solutions-based approach.
· Maintain confidentiality and ensure privacy of clients, staff and customers at all times.
· Perform clerical duties such as filing, mailouts, photocopying, transcribing, emailing, meeting minutes, development of annual stakeholder network meeting calendars
· Development o f grant responsibilities and governance compliance obligations calendars
· Arrange meetings, events and activities as directed
· Coordination of planned and unplanned maintenance works where required
· Support CEO to implement project plans and associated tasks, and grand application approval processing including project templates
Core competencies
· Excellent communication and presentation skills
· Ability to multi-task, prioritize, and manage time effectively
· Ability to be resourceful and proactive when issues arise
· Excellent phone manner with attention to response times
· Strong customer service focus and commitment to providing quality service with demonstrated ability to relate to people from various backgrounds.
· Ability to develop and maintain positive working relationships with staff and clients
· Ability to always maintain confidentiality and diplomacy
· The ability to promote the importance of workplace safety, responsibilities of the employer and employee.
· Ability to prepare draft letters, memos, meeting minutes and other correspondence
Attributes
· Communication and Interpersonal skills characterised by patience, clarity and empathy at a personal, written and telephone level
Capabilities
· Organisation and time management skills to organise own work and work of others, to establish priorities and meet deadlines
· Ability to work in an area with changing and sometimes conflicting priorities.
· Ability to maintain productive and efficient output in a busy work environment.
· Good listening skills and the ability to work under pressure
· Current Victorian Drivers Licence
Computer skills
· Working knowledge of MS Outlook, MS Office (including Word, Excel, Powerpoint), Google Chrome, Canva Pro
· The ability to learn new computer programs
Qualifications and Experience
· Qualifications in Business or Administration or related qualification and/or Experience in administration/ reception/ clerical role
· Proven customer service experience
· Experience in a busy client and customer focused environment
Key Performance Indicators
· Improved reception productivity by channelling communications throughout the organisation
· Support and adhere to Menzies Support Services policies and procedures, code of conduct and relevant acts, legislation.
· Maintain and initiate strong stakeholder relationships.
Enquiries: ceo@menziessupport.org.au