About Us

Boorndawan Willam Aboriginal Healing Service (BWAHS) are the lead specialists in Aboriginal specific family violence services across the Eastern Metropolitan Region of Melbourne.

The organisation has developed an excellent record of providing high quality family violence and trauma informed intensive case management, integrated family service responses, AOD support services and evidence based therapeutic programs to individuals and groups for a whole family approach.

Part Time - 0.6 FTE (5 hours per day)

Aboriginal or Torres Strait Islander applicants strongly encouraged to apply.

The Receptionist Administrator position is a vital part of the administration team and is often the ‘first point of contact’ for Community members who access the organisations services.

The role will manage the front desk and reception duties for the Bayswater site and administration tasks for the wider administration and finance team, as well as remotely support the Men’s Team at the Lilydale site and both the inner (Box Hill) and outer (Croydon) teams based at The Orange Door safety hubs.

The Receptionist Administrator will have excellent written and verbal communication skills and provide culturally safe engagement to all Community members accessing services.

KEY AREAS OF RESPONSIBILITY

Client Relations

• Provide and maintain excellent client relations and services to community members and community service organisations.
• Establish a friendly and supportive atmosphere in the process of welcoming and identifying the needs of clients, visitors and contractors.
• Screen, refer and handle all telephone calls and messages, both internal and external.
• Monitor entry into the site and ensure all visitors are registered upon arrival and departure.
• Maintain the confidentiality of all community members, visitors and staff.
• Promote community member feedback, including visitors and contractors.

Office Administration

• Monitor and purchase office supplies and keep updated records of office expenses and costs.
• Arrange generalist services and/or repairs of equipment for the site and outreach locations, where applicable.
• Create and administer calendars, including car maintenance, building maintenance and leadership calendar items.
• Ensure that access to the Bayswater site is easily available for all clients utilising services.
• Undertake general administrative tasks requiring a high degree of judgement, initiative and confidentiality in the performance and quality of the work.
• Manage room bookings and site visits including note taking, catering and personnel coordination.
• Manage and update the asset register and prepare asset register reports for the Board of Directors meetings.
• Provide additional support to the Brokerage and the Finance Manager roles.
• Monitor and update the staff wellbeing and staff external supervision expenditure in line with agency policies.
• Maintain and update the staff training matrix.
• Upload invoices and assist in processing financial transactions as per agency procedures.

Communications

• Prepare meeting agendas, and record and coordinate meeting minutes and action items.
• Log all incoming and outgoing correspondence.
• Coordinate and support partnership meetings both on and off site.
• Build, manage and coordinate the delivery of key communications to community members and staff including calendar events and key stakeholder information.
• Manage booking calendars and general email communications across the organisation.

Culturally Informed Practice

• Contribute to a culturally informed practice.
• Contribute to a positive and culturally safe workplace.
• Provide a culturally safe entry into the organisation for all community members and be aware of cultural needs of community members.

Manage Risk

• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbooks, ensure sign in processes are completed, undertake site orientation of new staff and contractors).
• Participate in Work Health and Safety (WHS) requirements for each site, including updating and managing the Safety Data Sheet (SDS) register for hazardous chemicals used, handled or stored at the Bayswater and Lilydale sites.

Policies, Procedures and Systems

• Comply with all organisational policies and procedures.
• Proactively communicate, identify, report and assess WHS related risks and hazards.

Learning, Development and Wellbeing

• Undertake education and training opportunities as identified in the Education and Learning Assessment linked to the individual work plan.
• Participate in BWAHS overall development and strategic direction as required.

KEY SELECTION CRITERIA

1. A minimum of three years' experience in reception and administration as a frontline staff member, delivering community engagement and administrative support within a community or health service.
2. An understanding of contemporary Aboriginal culture and the history of intergenerational trauma.
3. A high level of communication skills, both written and verbal, and the ability to build rapport and adapt skills according to the service users.
4. Experience in managing community members who may be highly stressed or exhibiting difficult behaviours and provide de-escalation responses (with support).
5. Excellent time management and organisational skills, as well as critical thinking and problem-solving skills.
6. Well-developed computer skills including experience in Microsoft office products and financial input systems such as Xero, as well as data input systems.
7. The ability to provide confidential day to day communication to members of the Aboriginal and Torres Strait Islander Communities in the inner and outer Eastern regions of Melbourne, as well as key stakeholders and BWAHS staff.
8. Demonstrated ability to contribute to a positive workplace culture and practice.
9. Ability to work independently as part of a small team and proactively identify tasks that require attention.
10. Willingness to embrace opportunities for professional development where appropriate.

CONDITIONS OF EMPLOYMENT

It is a condition of employment that BWAHS be provided with the following:

• Current Victorian Driver’s License
• Current Working with Children’s Check
• Undertake National Police Check

Please contact Kylie Quirk at [email protected] for further information or a copy of the position description, using the subject line: Receptionist Administrator enquiry via EthicalJobs.