Position Description Administration/Reception Officer Position title: Reports to: Positions reporting to this position: Primary location: Award: Primary position objective: Administration / Reception Officer Personal Assistant to the Chief Executive Officer Nil Belmont Social, Community, Home Care and Disability Services Award July 2010 Is the central and first point of contact for the St Vincent de Paul Society in Western Australia. Delivers and maintains a high level of professional customer service to all visitors, volunteers, staff and clients. St Vincent de Paul Society The St Vincent de Paul Society is a lay Catholic organisation that has over 2,600 members and volunteers carrying out good works on behalf of the Society in WA alone. The Society is one of the largest charitable providers in Australia today, helping people in many areas of need. In WA there are over 80 Conferences, with dedicated members and volunteers who conduct visits every week bringing comfort, dignity and hope to disadvantaged and marginalised people. The St Vincent de Paul Society in WA operates a number of Special Works including Refugee Support Services, accommodation and support for people with a mental health diagnosis, a referral centre for street present young people, 45 Vinnies retail shops and a range of other special programs. Our Mission The Society is a lay Catholic organisation that aspires to live the gospel message by serving Christ in the poor with love, respect, justice, hope and joy, by working to shape a more just and compassionate society. Our Values Commitment - Loyalty in service to our mission, vision and values Compassion - Welcoming and serving all with understanding and without judgement Respect - Service to all regardless of creed, ethnic or social background, health, gender or political opinions Integrity - Promoting, maintaining and adhering to our mission, vision and values Empathy - Establishing relationships based on respect, trust, friendship and perception Advocacy - Working to transform the causes of poverty and challenging the causes of human injustice Courage - Encouraging spiritual growth, welcoming innovation and giving hope for the future (Administration/Reception Officer) Job Description Page 1 of 5
Departmental Overview Provides centralised support services across all Business units and covering all the works of St Vincent de Paul Society (WA) Inc. Duties and Responsibilities 1. Receives general phone calls and distributes these as appropriate throughout Ozanam House. Where necessary takes messages and ensures their distribution by email in an efficient and professional manner. Where necessary provide assistance to welfare clients by directing them to the appropriate contact points. 2. Facilitates the management of visitors to Ozanam House i.e. records visitors names, issues security badges and directs visitors to the appropriate staff member. Ensures all guests are afforded a high and professional level of service. Receives donations of goods and money in a professional and appreciative manner. 3. Coordinates the allocation of administrative resources e.g. meeting rooms and set up for meetings and clearing up after meetings. Records and updates all meeting dates on Microsoft Outlook. 4. Responsible for placing orders for staff amenities and catering requests as required 5. Undertakes data entry, record keeping, administrative duties for the CEO & Human Resources Departments and all other Departments where required. 6. Undertakes the efficient distribution of mail, following due process for opening and distribution. 7. Undertakes and/or assists with special mail outs when necessary. 8. Undertakes general administration functions such as filing, word processing, photocopying, couriers, precise inventory control of stationery and kitchen supplies. 9. Undertake data entry for Police Checks and is required to liaise with appropriate departments. 10. Undertake ordering the name badges for members, staff and volunteers. Also to distribute them on their commencement. 11. Maintains records on a daily basis by entering details of conference and special works transactions on data bases. 12. Maintains accurate and efficient records of all members, volunteers, office bearers for Special Works, State Council and the Board which includes position changes and contact information. Immediately report all relevant changes to the stakeholders so involved. 13. Provides administrative support to the PA of the CEO/State President including agendas, taking the minutes during staff meetings and uploading the intranet with the staff minutes 14. Assists with special projects e.g. taking bookings for any major and special events of the Society. 15. Responsible for maintaining and processing the stationery orders for the Society. 16. Work within a code of conduct that requires confidentiality, accountability, safety and care to all. 17. Uphold the Ethos of the St Vincent de Paul Society. 18. Other duties as directed by your Manager/Supervisor. (Administration/Reception Officer) Job Description Page 2 of 5
Behavioural Standards Teamwork: Work effectively as part of a team and embrace the diversity that being part of a team brings. Recognise the strengths, efforts and performance of others, regardless of role or function, and provide positive feedback and acknowledgement where applicable. Consultation: Take steps to bring areas together to create synergies in processes and outcomes that benefit the Society through the sharing of different ideas, information and skills. As part of our decision making processes, wherever possible, obtain feedback from a range of sources. Accountability: Be accountable for our roles, actions and performance and take responsibility accordingly. Responsiveness: Address issues quickly and effectively with a strong focus on action and execution. In being responsive, obtain feedback to ensure satisfaction with actions and outcomes. Improvement Orientation: Seek ongoing business improvements in everything we do, as individuals and as the Society. Professionalism: Approach what we do professionally, constructively, ethically and with integrity at all times, not being influenced by personal factors or circumstances. Advocate the decisions and directions of the organisation, ensuring we all work towards a common goal. Transparency: Ensure that the rationale for actions and decisions is clear, logical, legal and ethical. Ensure it s communicated effectively. Consistency: Decisions are made using a consistent, understood framework having regard for precedence and impact on others. Job Specific Will experience different issues from day to day The job will throw up some sensitive and confidential information that must be dealt with responsibly Requires a caring and compassionate nature Key Regulatory Compliance Occupational Safety and Health Act Equal Opportunity Act (Administration/Reception Officer) Job Description Page 3 of 5
Selection Criteria Essential Excellent Customer Service skills Excellent Word Processing skills and a solid general knowledge of software using 2007 Microsoft Office suite applications. Good written and verbal communications skills with a strong emphasis on telephone skills Good knowledge and application of office administration processes and skills. Ability to work efficiently and effectively unsupervised Ability to apply good use of initiative and problem solving skills High level of organizational skills applied to day to day running of the reception area and its responsibilities Desirable Efficient and accurate data entry skills Well developed interpersonal skills and able to work effectively when under pressure Full C Class WA Drivers License Previous experience of working in the not for profit sector Additional Position Information Access to Confidential Data Due to the external relations nature of this position within a socially aware environment, confidentiality with State President, Chief Executive Officer and all other internal Society information is fundamental to this role. This position has access to confidential records, which requires incumbent to abide by the Society s Confidentiality Agreement and Staff Code of Conduct. Financial Responsibility- This position has no direct financial responsibility however donations/money boxes/raffle proceeds may be received at Reception Desk the responsibility for which is to manage that process and provide information to the Finance Department for receipt and record keeping information. Education Requirements and Work Experience- A year 12 education or equivalent and preferably two years experience performing in a similar role. Personal Attributes A naturally proactive and positive approach to working as part of a cohesive team Customer focused Attention to detail Caring nature Flexibility Tolerance of change and work pressure Honesty and integrity (Administration/Reception Officer) Job Description Page 4 of 5
Working Conditions The position is located at the Society s air-conditioned central office, 76 Abernethy Road in Belmont. From time to time the incumbent may be required to use a Society vehicle for which the appropriate current drivers licence is required and will be bound by the Society s motor vehicle policy Hours of work are 76 per fortnight working between 08.30 and 16.30 (no flexi time available) Three month probation period Position is full time Monday to Friday Position is covered by the Social, Community, Homecare and Disability Services Award 2010 St Vincent de Paul Society (WA) is an Equal Opportunity Employer (Administration/Reception Officer) Job Description Page 5 of 5