Administration Assistant

POSITION DESCRIPTION - Receptionist/Administration Assistant - Employment
Primary purpose of role: To provide a range of efficient reception and administration tasks that ensures outstanding level of customer service
1. Organisational Environment
Under the direction of the General Manager, the role encompasses tasks within five areas (i) Reception (ii) Administration (iii) Accounting
(iv) Office Supplies/Procurement and (v) Culture & Development
2. Working Relationships
2.1 Internal
• General Manager
• Supported employees
• Wallara staff, volunteers and work experience students
2.2 External
• Customers
• Relevant stakeholders
• Community members
• Businesses
3. Key Result Areas
Objectives – Key
Responsibilities / Major Tasks
Result Areas
KRA 1
• Customers are greeted promptly in a professional and courteous
Reception
manner
• Visitors Book is accurately maintained
• Answer phone calls with courtesy and are directed to the
appropriate person
• Maintain phone system ie night switch, answering machine,
messages
• Reception area is clean, tidy and welcoming
• Reception and adjoining areas have easy and safe access and
comply with WH&S standards
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Key Performance Indicators
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Customers feel welcome
Calls are answered appropriately
Messages are conveyed accurately and
promptly
Aware of visitors, staff leaving the
premises
KRA 2
Administration
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KRA 3
Accounting &
Invoicing
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Mail – responsible for mail collection and distribution of incoming
and outgoing mail
Incoming and outgoing faxes are dealt with promptly
Undertake word processing, typing, data entry and photocopying
as required
Responsible for ordering supplies
Ensure office equipment is in working order and always stocked
with paper, toner etc
General office areas including the staff room are always clean,
tidy and adequately stocked
Maintain Customer and Divisional data base
Maintain meeting room bookings and catering as required
Maintain security destruction recycling
Assist the General Manager and staff as required
Completing errands and other duties as required from time to
time
Prepare and process of all Industries invoices
Check invoice compliance for GST and coding requirement
Maintenance of the Supplier Master File and associated records
Follow up on queries, internal and external that relate to
accounts function
Assist with stock control and inventory systems
Ensure policies/procedures and documentation is accurate and
up to date
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All mail/packages are collected and
distributed promptly
Outgoing mail is addressed correctly and
posted promptly
Faxes are promptly distributed to the
appropriate person
Supplies are sourced without disruption
to workflow or staff
Photocopiers and office equipment is
always clean and in working order
Data bases are current and accurate at all
times
Required tasks are completed as soon as
possible and in a safe manner
Invoices are approved within the
guidelines of delegation authority
Invoices are processed in a timely manner
Follow up on non compliant invoices
Accurate recording of invoices
Answer supplier enquiries promptly,
competently
Ensure accuracy of all data and
information
Ensure all documentation is filed
appropriately (audit purposes)
Utilisation and understanding of the
Finance systems
KRA 4
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Office
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Supplies/Procurement •
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Ensure supplies are ordered, delivered and distributed promptly
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Follow up on back orders and advise relevant staff
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Arrange for used cartridges to be recycled
Use sustainable methods when purchasing items including the life
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of and the disposals of items
Recycle items where appropriate
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KRA 5
Culture &
Development
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Observance and compliance of WHS legislation
Adhere to Wallara’s policy and procedures
Appropriate action taken in regards to grievances, complaints
and resolution
Promote and maintain positive image of Wallara through
professional communications with key stakeholders
Understand, contribute or participate in Continuous Quality
Improvement activities
Actively contribute to and value add to the broader strategic
planning process within area of responsibility
Provide a working environment that is safe, supportive and
encouraging at all times
Report all hazards or incidents that may pose a risk
Conduct risk assessments were appropriate
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Supplies are sourced without disruption
to workflow or staff
Supplies are monitored and sourced in a
cost-effect manner
Recommendations are made to achieve
cost-effective procurement
Ensure all documentation is filed
appropriately
Ensure procedures are documented
Information is maintained for audit
purposes
Minimum excess of items and associated
cost
Keep abreast of industry developments
and changes that could impact on
Wallara
Actively involved in Continuous
Improvement
Actively involved and on committees
Risk management strategies in place
Matters of concern/reportable conduct
matters managed as per policy
4. Key Selection Criteria / Skill Requirements
4.1 Practical experience in reception and customer service
4.2 Practical experience and knowledge of accounting systems and functions
4.3 Excellent communication skills with all stakeholders
4.5 Attention to details, accurate data entry and reconciliation skills
4.6 Ability to effectively set priorities and manage time lines
4.7 Maintain a high level confidentiality
5. Knowledge Requirements
5.1 Knowledge of relevant policies and procedures
5.2 Understanding of and commitment to the principles of WHS, EEO, Cultural Diversity and all relevant legislation
5.3 Ability to work within and demonstrate the Wallara philosophy in all interactions
6. Experience and / or qualifications
6.1 Minimum two years experience in similar role
6.2 Relevant qualifications and experience, knowledge and skills
6.3 Current Driver’s Licence and be willing and able to drive a manual vehicle
7. Standards to which performance will be assessed
7.1 Key performance areas
7.2 Demonstrating Wallara’s philosophy in all activities and interactions
7.3 Compliance with Wallara’s policy and procedures and practices
7.4 Compliance with the position description
7.5 Manager and peer feedback
I have read this document and agree to undertake the duties and responsibilities listed above.
I acknowledge that:
• The PD is an indication of the duties and responsibilities that I may be required to undertake. Additional or other duties and
responsibilities may be allocated to me. Where additional training and support is required to fulfil extra or other duties of a similar
level of responsibility, it will be provided within the guidelines of Wallara
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While performing the duties of this position, I acknowledge that I may be required to carry out manual handling tasks
I acknowledge that I am fit and able to perform all the required tasks relating to the position
The PD will be reviewed regularly in consultation with me
The Key Performance Indicators where included in this document, are indicative and will be set by the immediate supervisor in
discussion with me, for each year (or another set period) and my performance reviewed against those KPIs
I will adhere to Wallara’s computer use policy as detailed in the Wallara’s Code of Conduct
Incumbent:
Name: __________________________________________________
Signature: _______________________________________________
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Date: _______________________________________

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