The Context 

Wombat Housing Support Services is one of the largest providers of housing and support services to people in the Western Metro Region. It is a community-based organisation managed by a Board.  

The culture of Wombat is about:

• Integrating new programs and ideas
• Providing services that are accessible, transparent, fair & equitable
• Being sensitive to the needs of diverse cultural & language groups
• Recognising the right of all age groups to access appropriate services, including children, young people and older people 
• Cross program service delivery
• Embracing and generating change that is positive
• Accountability, inquiry and reflection
• Hearing and accounting for different views
• A workforce representing diversity in experience, age and ability
• Valuing staff and encouraging wellbeing
• Providing a flexible and supportive work environment.

 Wombat’s existing services include:

• Support & Advocacy for social housing tenants
• Support programs for Department of Human Services youth clients 
• Transitional support services for Families, Single People and Youth
• Support program for young people on parole & Leaving Care

Wombat is also the auspice for the Western Homelessness Networker.

The Position 

Role

The administration team provide high quality and efficient administrative systems and procedures, responsive reception services and business support for Wombat Housing and Support Services at the organisations office in Melrose St, North Melbourne. Given the current lockdown it is expected that there will also be some working from home.

The role is intended to support existing office procedures as well as provide ad hoc administrative support as required.  No two days are ever the same and as such the position requires an agile, adaptive and enthusiastic person to bring a positive can-do attitude to the entire Wombat team as well as to day to day tasks.

Reporting and Accountability 

The position reports directly to the Management Team via the Office Co-ordinator. 

Support and Supervision 

The Administration Support Worker will participate in regular support and supervision meetings with the Office Co-Ordinator. This will include regular individual supervision.

As part of the Admin Team, the Administration Support Worker will participate in regular program meetings. 

Scope

With the support of the Management Team and as part of the Admin Team, the Administration Support Worker will play a critical role in the smooth running of the organisation.

The Admin Team have responsibility for a broad range of duties and tasks as described below. The administration worker will work as directed to assist with specified tasks with-in particular the broad range of admin functions. 

Duties

As part of the Admin Team the Administration Support Worker will carry out duties in accordance with the philosophy, policies, work practices and protocols of Wombat Housing and Support Services. At regular Administration Team meetings the Administration Support Worker will be allocated specific tasks from the broad range of admin functions listed below: 

Reception

• To provide face to face reception for clients and visitors 
• To ensure a professional, courteous and affable response to telephone calls
• To respond to general enquiries about Wombat Housing and Support Services
• To provide basic information regarding the homelessness service system where appropriate.

Administration Services

• To administer a vehicle maintenance and booking program
• To manage quotes and purchasing of general supplies
• To administer a bookings system for meeting rooms, community facilities and other Wombat resources 
• To assist with the coordination of property and building matters (e.g. maintenance, security, storage, assets, contractors). 

Publications & Website

• To assist with the production of reports and publications
• To assist in the maintenance of the organisation website & intranet.

Information

• To display and disseminate information and resource material about Wombat and other relevant programs in the reception area and via the Wombat website and intranet
• To maintain and improve a common information resource file
• To assist with induction of new staff
• To contribute to data collection and recording as directed by the Management Team
• To contribute to the development and maintenance of information, data and recording systems including document control
• To assist in the provision and maintenance of an effective IT support system. 

Management Team Support

• To assist with the preparation, conduct and follow-up of meetings (Agendas, Minutes and Reports) 
• To assist with tasks associated with accreditation
• To assist the EO with personnel file management, police checks and other Human Resource administrative functions.

General

• To promote a positive image of Wombat Housing and Support Services and grow harmonious relationships with organisations and individuals 
• As a member of the staff team to contribute to the development of the policies, programs and procedures of Wombat Housing & Support Services
• Other duties as directed by the Management Team.

The Conditions 

• The position is Part Time Fixed Term at 30.4hrs per week (0.8EFT) 4 days (7.6 hrs per day) 
• Terms of contract: The position is for a fixed 12 month period. 
• Salary: The position is classified at SCHADS Level 2 Pay Point 4 
• Salary sacrificing is available, within the limit of the law.
• Position reports to: Executive Officer
• Conditions: As per Wombat EBA 2016 which includes:
  • Five weeks (pro rata) paid annual recreation leave
  • Grace & Favour days between Christmas & New Year

Appointment is subject to a satisfactory Police Check, Working with Children Check and evidence of the Right to Work in Australia (where applicable). In the event that a candidate has resided overseas for more than one year in the preceding 10 years an International Police check will be required. Wombat complies with all government directions and all employees must be vaccinated against COVID-19 in accordance with those directions for essential workers. 

Key Selection Criteria

• Capacity and desire to communicate well with a diverse range of people, including people with challenging behaviours.
• Demonstrated capacity in office procedures and knowledge of administrative tasks and functions. 
• Knowledge of IT systems as well as excellent computer skills (including word and data processing, desk top publishing, website management & social media).
• High level personal organisation and time management skills.
• Demonstrated enthusiasm for working as part of an effective team.
• Drivers Licence essential.

Enquiries

Rebecca Cleaver (Executive Officer: [email protected] using the subject line: Administration Support Worker enquiry via EthicalJobs / Ph: 8327 2222 

Viv Lau (Office Co-ordinator): [email protected] / Ph: 8327 2222   

A position description is attached.