Administrative Assistant Macarthur Family and Youth Services location Sydney.

Duties & key responsibilities central to smooth process and efficiency, the Administrative Assistant job description includes the below tasks and responsibilities answer and manage telephone enquiries, attend to visitors and assist other staff in the organisation with their enquiries. Supporting and assisting the Director. Client Intake and recording referrals.

Participate in WHS meeting and administer First Aid. Available to work additional days as required and on short notice. Scheduling meetings and appointments. Taking notes and minutes in meetings. Creates and revises systems and procedures by analysing operating practices, record keeping systems, forms control, office layout and implementing changes upon approval. Ensures operation of equipment by completing preventative maintenance requirements; calling for repairs; maintain equipment inventories; evaluating new equipment and techniques.

Maintains workflow and resolves administrative problems by studying methods; implementing cost reductions; and developing reporting procedures. Monitoring movements of all family workers and other staff. Maintenance of Intake, databases and closed client files. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Keep appropriate records and collect statistics for reporting processes.

Sort and distribute incoming mail to areas and staff within the organisation and dispatch outgoing mail. Write business letters, reports or office memoranda using word processing programs. Operate a range of office machines such as photocopiers and computers. Ordering and taking stock of office supplies. Being a point of contact for a range of staff and external stakeholders.

Preparing documents for meetings. Writing and issuing emails to teams and departments on behalf of teams or senior staff. Researching and booking travel arrangements for staff members. Making travel, meeting and event arrangements. Other activities as directed by the Director.

Specific functions office Assistants must be exceptional multitaskers and since they’re responsible for coordinating other people’s schedules, they must be incredibly well organised. The Administrative Assistants will need exceptional skills with commonly used computer software to do things like send emails, manage calendars and order supplies. Other important skills and qualifications for these professionals include flexibility and the ability to prioritise new tasks as they come in. Interpersonal communication. Time management. Customer Service.

Hours 37.5 hours per fortnight (7.5 hours per day) from 9am to 5pm. Working Monday, Tuesday and Wednesday on week one and Thursday and Friday on week two.