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Role Description

The Administration Assistant provides general administrative support to both the General Manager and the facility. The position has direct responsibility for managing general office administration, reception, rostering, and associated support services. The Administration Assistant is responsible for liaising with employees, contractors, volunteers, visitors, residents, and their families at the facility.

Key Duties and Responsibilities

- Administration & Operational Provide a customer-focused reception service for the facility and promptly respond to or direct enquiries.

- Provide general administrative support to the General Manager (and other managerial employees), and perform a range of administrative tasks including but not limited to typing, photocopying, filing, answering telephone enquiries and general office duties.

- Ensure timely response to all enquiries, and refer any compliment or complaint to the General Manager.

- Manage and order office and other general facility supplies to ensure efficient delivery of administrative services to the facility and residents.

- Develop reports and take accurate minutes of meetings as required. Arrange distribution of the facility resident newsletter as required.

- Maintain the key register and organise individuals to sign the required forms in relation to allocated keys.

- Collect mail each morning and distribute to staff and residents. Ensure outgoing mail is dispatched by the end of each working day.

- Manage and maintain facility evacuation kits. Any other task not defined but within the employee's skills, as directed by the organisation

Qualifications & Experience

- Minimum Certificate of Education or equivalent. 

- Strong communication and interpersonal skills with a friendly, professional manner

- Strong oral and written communication skills with an ability to convey information confidently and accurately over the telephone 

- Friendly, warm and welcoming attitude

- Strong computer skills including managing telephone calls through a teams system 

- Exceptional customer service skills, empathetic phone manner to manage calls from our aging community  

- Assist with basic administrative tasks

- Tech savvy, ability to learn new systems ie. CRM AlayaCare, 3CX

- Self-motivated with an ability to work as part of a team

- Proactive team player

Mission, Vision and Values

It is a condition of employment that each employee will, at all times, uphold our organisation's mission, vision and values:

Mission: To care for the elderly in our communities in an environment of respect, value and belonging.

Vision: A world where the elderly feel respected, valued and enjoy a quality of life.

Values: Respect: Treat all people with fairness and dignity. Care: Look after and protect the elderly, and each other. Teamwork:

Encourage, cooperate and build trust. Courage: Do the right thing, even when it’s difficult.

Integrity: Be open, honest and trustworthy. Innovation: Think differently to solve problems.

Excellence: Drive quality to continuously improve.