Dynamic Administrative Assistant, Fast-Paced Client Support in Melbourne

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Job Description

Description

Honesty Trust Respect Concern Love

Part-time (0.8 FTE), Permanent

Based in Footscray.

17.5% annual leave loading and generous salary packaging options

Flexible hours available, can be worked over4 or 5 days as agreed by with manager

About Odyssey Victoria:

Odyssey Victoria (OV) is a place of hope and positive change for individuals working towards breaking their pattern of addiction. At Odyssey Victoria we believe that every person should have the opportunity to change and grow. Our diverse teams work with individuals, families, and communities to reduce alcohol and other drug use, improve mental health, and reconnect people to their family and the community. OV is a dynamic and fast-growing organisation committed to excellence in service provision and innovation in responding to alcohol and other drugs use problems.

Role Purpose:

The key purpose of the Receptionist & Office Administrator position is to coordinate and provide an effective administrative and reception service to complement program delivery. The Receptionist & Office Administrator is responsible for coordinating a range of administrative tasks, reception duties and other office support tasks.

Key areas of focus:

Undertake general client reception duties including but not limited to: Greeting visitors and clients and notifying relevant staff of arrivals · Answering telephone calls in a courteous and timely manner

Responding to, and directing, enquiries to the appropriate service

Maintaining a clean and inviting environment at reception

Maintaining a supply of current brochures for client reference

Accepting and distributing deliveries to relevant staff members

Sorting and distributing mail and maintaining the mail register

Other general client reception duties as required

Maintaining admin files, storage, disposal and filing systems in accordance with Odyssey Victoria Document Control Policy including log books, financial documents etc.

Maintain client and staff areas, ensuring they are functional and well presented

Managing the room, vehicle, EV charger and other online booking systems for the Footscray site

Distributing incoming and outgoing correspondence and other relevant information / messages

Controlling and balancing petty cash for the relevant site

Invoice preparation and coding for approval and processing.

Assisting the Facilities & Fleet Coordinator to maintain the Northwest fleet cars as needed, including arranging cleaning and updating log books.

Assist in the coordination of Footscray hub site leadership meetings, including but not limited to, scheduling, recording meeting minutes and updating agenda with progress on action items.

Coordinate the creation and updating of process documents (emergency procedures, site-based manuals, documents regarding responding to aggressive clients etc.) and in conjunction with on site management, implement the new or revised process.

Assisting the Facilities & Fleet Coordinator to arrange and manage Footscray Hub site repairs and maintenance if required.

Liaising with Property Managers and tradespersons around facility maintenance for relevant sites if required.

Coordinate communication with other tenants and neighbors regarding site based matters.

Key Selection Criteria:

To be successful in this role, you must…

Demonstrated knowledge and experience in office administration, including knowledge of confidentiality and privacy protocols, record keeping methods and administrative procedures.

Experience with basic financial administration, ie petty cash and invoice coding.

Strong organisational and highly developed communication skills (both verbal and written) with a consultative approach to addressing issues.

Ability to work independently and take initiative.

An ability and willingness to contribute and work effectively in a team environment, including being open to giving and receiving feedback.

Ability to take initiative and capacity to work independently, adapting to changing organisational needs.

Excellent customer service skills including the ability to relate and respond to challenging people and situations. A positive, friendly and optimistic attitude.

For a copy of the position description which outlines the full list of responsibilities and key selection criteria, please click HERE (

What we can give YOU!

In return we are committed to offering you an inclusive and transparent workplace culture where our people can develop to be their very best by:

Ongoing learning and development opportunities

Providing work that is meaningful and challenging, with career development opportunities through project and secondment opportunities and succession planning

Providing career pathways across diverse OV programs.

Access to 24/7 counselling through our Employee Assistance Provider (EAP)

Generous leave options such as 48/52 Purchase Leave, Study Leave and Sabbaticals

Flexible working arrangements such as monthly RDOs for full-timers (arrangements will vary based on role requirements).

In addition to the above, staff will also be provided monthly Clinical Supervision sessions for professional development and personal wellbeing.

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