POSITION DESCRIPTION – TEAM MEMBER Position Title
Reception and Administration Support Officer (Casual Pool Staff)
Department
Corporate Services
Location
3 Dann Close, Garran
Direct/Indirect Reports
0
Reports to
Senior Administration Officer
Date Revised
28 July 2017
Industrial Instrument
Social Home Care and Disability Services Award
Job Grade
Job Grade 3
Position Level Descriptor An individual at the Team Member level is accountable for their own performance and contributes to team performance. People at the Team Member level do not have any people reporting to them on a day to day basis
Position Summary The Receptionist/Admin Support provides reception duties and general administrative duties and support to the Corporate Support Team. This person is the ‘face’ that visitors meet personally or through the telephone for Red Cross ACT/SE NSW.
Position Responsibilities Key Responsibilities As a member of the pool of casual Reception and Administration Support staff, you may be asked to undertake some or all of the following tasks, depending on the priorities at the time and the duration of your casual employment:
Operate the Reception area of the ACT Division, including answering the reception telephone, redirecting calls and welcoming clients and visitors.
Provide general administrative support to the Corporate Support team including record keeping, minutes for staff meetings, corporate filing, document preparation and the organisation of paperwork, meetings and events.
Coordinate fleet vehicles – servicing, insurance and driver administration, sign in & out and associated administration tasks.
Provision of many levels of financial administration services and support, which includes but is not limited to client payments, reconciliations, reallocations, supplier payments and where necessary contact suppliers to follow up on outstanding invoices.
Liaise with National Finance Department personnel including Accounts Payable Clerks to ensure invoices/re-imbursements and payments related to all clients are appropriately prepared and authorised for payment in timely and accurate manner.
Prepare banking and deposit cash received locally; process, reconcile and replenish Petty Cash in accordance to Finance Policy & Procedures.
Position description Template authoris ed by: Janice Murphy, National Recruitment Manager Date: July 2016
w ww.redcross.org.au page 1 of 3
Ensure that payments to clients and other transactions are completed to timelines, accurately, correctly prepared and authorized for payment as specified by Program Managers.
Reconcile weekly reconciliations, payments and spreadsheets as they pertain to business services operations and compliance with contract schedules.
Process Corporate services requests; i.e. maintenance requests and recording in registers as per national policies.
Support the Senior Administration Officer in research and administration projects as required.
Manage the visitor and contractors sign in and out process as per national guidelines
Manage the internal/external postage and charge to the relevant program areas.
Assist with new employee set up; i.e. IT/System access, meeting schedules, name badges, security passes, business cards.
Stationery is ordered and charged to the relevant program areas.
Assist in the production of various written and financial reports and general correspondence as required.
Monitor and disperse emails from generic email boxes.
Manage staff rosters for car parking spaces and meeting room cleaning.
Catering, Meeting organising, invites, presentations, agenda and minute send outs, to support the Administration Officer.
Position Selection Criteria Technical Competencies
Well developed written and verbal communication skills
High levels of customer service skills
Demonstrated high attention to detail
Excellent organisational and time management skills
Skills in MS Office suite
Demonstrated skills in handling a varied workload and multi-tasking
Experience in working independently and as part of a team
Be able to ‘smile through your voice’ and possess an excellent telephone manner.
Qualifications/Licenses
Experience in providing administrative duties in a fast paced and diverse team environment Demonstrated experience in a varied Reception/Administration role Working with Vulnerable People Card Current Drivers License
Behavioural Capabilities
Organisational effectiveness | Focussing on clients | Proven track record in providing high quality service to internal and external clients and stakeholders. Actively seek and respond to client feedback in a constructive manner.
Personal effectiveness | Solving problems | Demonstrated ability to identify situations or issues, consider options and develop solutions. Ability to communicate any problems, implement solutions and monitor appropriate actions.
Position description Template authoris ed by: Janice Murphy, National Recruitment Manager Date: July 2016
Australian Red Cross page 2 of 3
Personal effectiveness | Being culturally competent | Demonstrated understanding and appreciation of cultural differences and diversity in the workplace. Always displaying respect and courtesy to others and acknowledges cultural heritages and varying perspectives of team members.
Personal effectiveness | Managing my behaviours | Demonstrated track record in managing emotions and behaviours and understanding their impact on others. Ability to self-monitor and make improvements to manage own performance.
Team effectiveness | Collaborating | Demonstrated capability to work with others to reach common goals, sharing information, supporting and building positive and constructive relationships.
Team effectiveness | Communicating | Demonstrated capability to communicate clearly and concisely ensuring messages are understood. Ability to express ideas clearly, listen effectively and provide.
General Conditions
All Red Cross staff and volunteers are required to:
Adhere to the 7 fundamental principles of Red Cross: Humanity | Impartiality | Neutrality | Independence | Voluntary Service | Unity | Universality
Act at all times in accordance with the Australian Red Cross Code of Conduct and Child Protection Code of Conduct
Demonstrate skill, knowledge and behaviour to work with Aboriginal and Torres Strait Islander people in a culturally respectful way
Comply with the Work Health and Safety management system
Undertake a police check prior to commencement and every 3 years thereafter. Police check renewals may be required earlier than 3 years in order to comply with specific contractual or legislative requirements
Support a child safe organisation by undertaking screening for suitability to work with children, youth and vulnerable people and to comply with relevant state/territory legislative requirements
Assist the organisation on occasion, in times of national, state or local emergencies or major disasters
Position description Template authoris ed by: Janice Murphy, National Recruitment Manager Date: July 2016
Australian Red Cross page 3 of 3
