HCCA seeks a skilled Administrative Officer to join our team. This opening is ideal for an organised and experienced person to be a part of a dynamic, committed and purpose-driven team. The ideal applicant has experience in the community sector or Not for Profit organisation.

The job is varied and includes administrative tasks ranging from providing reception duties, organising meetings and events to updating office procedures and communicating them to the wider team. You will also update the HCCA website and Canberra Health Literacy website, provide secretariat support to internal committees, compile the fortnightly newsletter and manage office supplies.

Position Description

The Administration Officer reports to the Office Manager and plays a central role in supporting the day-to-day operations of Health Care Consumers’ Association (HCCA).

This is a part time position (30 hours per week) until 30 June 2022, in line with our Service Funding Agreement with the ACT Government. There may be possibility of extension.

Remuneration is based on Community Services Worker Level 4 (pay point 1), which is currently $36.62 per hour plus superannuation. A probation period will apply for the first 3 months of employment.

HCCA promotes a healthy work-life balance and is committed to offering employees a supportive family-friendly working environment. Other conditions of employment will be based on the Social, Community, Home Care and Disability Services Industry Award 2010 (SCHADS).

HCCA is a health promotion charity, endorsed as Deductible Gift Recipient organisation. This means that there is an opportunity for staff to participate in salary sacrifice arrangements.

Responsibilities

Provide reception duties including being the first point of contact for telephone and email inquiries and visitors to the HCCA office.

Provide administrative support that contributes to the smooth running of the office including:

• Support to the Executive Director and Office Manager and general administrative support to the staff team, including scheduling appointments.
• Administrative support for internal committees and consumer reference groups, including taking minutes, and preparing and distributing meeting papers.
• Managing petty cash and cab charge vouchers, including reconciliation.
• Register incoming and outgoing correspondence, including invoices.
• Drafting correspondence and compiling information for reports as needed.

Online communications

• Produce the fortnightly HCCA electronic newsletter using MailChimp.
• Assist with maintaining and managing content on the HCCA and Canberra Health Literacy websites.
• Assist in monitoring, posting to and evaluating HCCA social media accounts.

Maintenance & development of office systems

• Monitor and maintain office supplies and equipment, including first aid kit.
• Liaise with external IT service providers.
• Maintain the office procedure manual.
• Maintain mailing list databases.

Event Coordination

• Assist in the planning and management of HCCA events both on and off-site, including organising venues, taking RSVPs, arranging catering, set up and pack down, and troubleshooting technology, such as digital projector, laptop and hearing loop.

Selection Criteria

1. Excellent verbal and written communication skills and the ability to work collaboratively with a diverse range of people.

2. Well developed digital literacy skills, including experience with:

• Microsoft Office 365, SharePoint
• website content management systems such as WordPress
• email platforms such as MailChimp
• managing contact lists or data bases
• Social media platforms
• video conferencing such as Zoom and Webex

3. Effective time management skills, with an eye for detail and demonstrated ability to manage competing priorities.

4. Demonstrated ability to work effectively with others in a small team, taking personal responsibility for achieving work outcomes and working independently.

5. Commitment to the values of the Health Care Consumers’ Association and working within a health promotion framework.

6. Willingness and availability to work on after hours and weekend events when needed.

Desirable Qualifications

• Relevant qualifications in administration.

• Experience in the community sector or not for profit organisations.

• Current driver’s licence.

Note: It is a requirement that all staff have a Working with Vulnerable People card, or the ability to get one.

Responsibilities of all HCCA Staff

• Have an interest in health care and commitment to the values of the organisation.
• Value our membership and networks.

• Actively participate in a learning organisation including continuous quality improvement, policy development and review and accreditation processes.
• Provide verbal and written progress reports, and activities data as appropriate, across all areas of responsibility.
• Promote HCCA and our achievements.
• Work within the organisational policies, procedures and SCHADS Award.
• Participate in planning processes.

• Work effectively with others in a work team, taking personal responsibility for achieving work outcomes.

• Undertake other duties as directed.

A position description is attached.