DUTY STATEMENT Job Title: Location: Position Status: Department: Reports to/supervisor: Salary Range: Corporate Services Officer Front Reception Perth Office Maximum Term 12 months Corporate Services Executive Manager Corporate Services $41,000 - $46,000 per annum Your Role In order to fulfil our mission, pursue our vision and in accordance with our values, you are required to: 1. Primarily, provide efficient and effective front office administrative support. 2. Assist with Accounts Payable duties as required. 3. Contribute to the organisation s and Corporate Services commitment to continuous improvement. 4. Participate in special projects or project teams as directed 5. Participate as a member of Corporate Services Your Duties 1. Provide efficient and effective front office administrative support: 1.1 Complete the tasks detailed in the Front Administration Officer spreadsheet (to be attached) in a timely manner; 1.2 Coordinate repairs and maintenance of offices and facilities as directed, including liaison with property managers; 1.3 Coordinate service delivery with security agencies, cleaners, and grounds maintenance contractors; and 1.4 Assist with the issuing of purchase orders and data entry as required. Date: August 2017 Approved by: Page 1 of 3
2. Assist with Accounts Payable duties, as required: 2.1 Match invoices to Purchase Orders as required and enter details in to MYOB; 2.2 Assist in the Accounts Payable process under the supervision of the Finance Manager in areas such as filing, data entry, locating and querying invoices and Purchase Orders. 3. Contribute to the organisation s and Corporate Services commitment to continuous improvement: 3.1 Maintain an openness and willingness to share ideas that may contribute to the efficient and effective working of Corporate Services; 3.2 Contribute to the organisation s and Corporate Services strategic planning and individual performance management processes; and 3.3 Participate in professional development training. 4. Participate in special projects or project teams as directed. 5. Participate as a member of the Corporate Services Team: 5.1 Assist in other areas within Corporate Services as required; 5.2 Attend and participate in Corporate Services planning and team meetings; 5.3 Adhere to all Central Desert Group policies and procedures; and 5.4 Other duties as directed by the Executive Manager Corporate Services. Date: August 2017 Approved by: Page 2 of 3
SELECTION CRITERIA ESSENTIAL PERSONAL ATTRIBUTES Team player Warm and welcoming Can-do attitude Punctual and Reliable Confident and Assertive ESSENTIAL QUALIFICATIONS, SKILLS AND EXPERIENCE: 1. Demonstrated experience in providing excellent customer service in the role of Receptionist and as the first point of contact for a business. 2. Excellent command of written and spoken English, with a proven ability to be able to communicate respectfully and effectively with a range of people from a variety of cultural backgrounds. 3. Demonstrated experience in providing administrative support to a variety of staff. 4. Demonstrated medium (or higher) skills and experience with Microsoft Word and Excel software. 5. Demonstrated ability to work efficiently and appropriately with limited supervision. 6. Proven ability to be able to follow instructions and use appropriate initiative. 7. High level of accuracy and attention to detail. DESIRABLE QUALIFICIATIONS, SKILLS AND EXPERIENCE 1. Experience using MYOB software. 2. Previous experience working in an Aboriginal or culturally diverse organisation. Date: August 2017 Approved by: Page 3 of 3
CORPORATE SERVICES OFFICER (FRONT ADMINISTRATION) TASKS AREA RESPONSIBILITIES TASKS OTHER TASKS & INFO. Customer Service/ First point of contact for all Courteous and helpful response at all times. Reception visitors to the building Security Keep foyer and front reception area presentable and people friendly at all times Always be present at the main reception phone and front door intercom communications device - as far as possible. Always be well presented. Report all incidences of anti social behaviour by visitors to the Line Manager/s on the day of occurrence. Monitor and contain movement of visitors. Foyer area, front reception desk space, visitor seating, visitor s phone and coffee table/s to be kept clean and uncluttered. Presentable and relevant reading material to be easily accessible for visitors. All sensitive &/or confidential information to be kept secure and out of sight from visitors. All valuables to be kept secure and out of sight. Small meeting room adjacent to the front reception to be kept clean, uncluttered and well presented when not in use. Lunchtimes to be covered by appropriately trained and available staff. Advise relevant backup staff when needing to leave the area and unable to attend to phone or intercom calls. Keeping in mind dressing in a culturally appropriate way. All incidents involving verbal or physical abuse must be recorded on File Notes. Visitors meeting staff are to be greeted in the foyer by the staff they are visiting. Visitors using foyer visitor s phone to remain in foyer area. Remote control for television to be kept in control of a staff member when in use and otherwise kept out of site in the front reception desk area.
Answer telephone and direct callers to the appropriate staff. Messages to be passed to staff by email as soon as possible (within 20 minutes of call). Answer all enquiries accurately. If unsure, ask other staff for relevant information. Update and distribute staff telephone extension list as required. Cash Handling Provide a receipt to anyone handing in money for Accounts staff to process eg. Donations, footy tipping etc. Mail management Incoming mail Open all incoming mail and courier packages except those marked "Private" &/or "Confidential" or those clearly of a personal nature. Date stamp all opened mail and on the envelopes of unopened mail. Record all incoming mail on the electronic mail register except magazines, newsletters, bank statements, invoices and promotional materials. Sort and distribute mail. Additionally write a receipt and record the cheque number of all cheques and their monetary amount, on to the electronic mail register. Outgoing mail Record all outgoing (non personal) mail onto the electronic mail register. Address envelopes as necessary. All outgoing mail to be posted by the end of the same business day. Express Post items posted prior to 5:00pm. Affix stamps to all outgoing business (non personal) mail. Outgoing Couriers Faxes Stamps and Pre Paid Postage items Arrange for all outgoing couriers as requested. Record all outgoing courier deliveries. Distribute all incoming faxes. Update pre programmed fax numbers in to copier/ fax machine as necessary. Monitor supply of stamps, pre paid Australia Post envelopes and satchels and request further supply via the Office Coordinator. Confirm postage amount via the Aust. Post website or if still uncertain, in consultation with Line Manager.
Staff Locations Update electronic calendars & white board as required. Check the electronic Staff Whereabouts and Leave and TOIL calendars daily and update the staff whereabouts whiteboard accordingly - with staff locations and return dates. Update the electronic Leave and TOIL calendar in partnership with Corporate Development and Support Provide leave form in pigeonhole of staff who call in sick/ taking leave. Send out staff whereabouts email daily Officer. Record in electronic Leave and TOIL calendar when leave form has been received, initial and date form and forward form on to the Corporate Development and Support Officer. Meeting Rooms Book meeting rooms via electronic calendar, as requested. Provide catering and beverages for meetings as requested. Ensure Boardroom is neat, clean and tidy at all times when not in use. Ensure clear instructions for the use of the conference phone are available at all times. i.e. copy left in room Consult Executive Manager Corporate Services for assistance to locate preferred catering providers or if request appears to be unreasonable. Staff are responsible for removing their own and their visitors crockery and cutlery from the room after use send out reminder email if this does not occur. Assist staff to use the conference phone and BlueJeans equipment as required.
Photocopiers Paper supply Ensure that all trays are filled with the corresponding paper at the beginning of each day. Maintain adequate supply of photocopier and Letterhead paper. Ensure that the area around and on the photocopiers is kept neat and uncluttered Maintenance Empty box of unwanted photocopied material in to the recycling bin as required. Place unclaimed printing in to relevant tray. Place unclaimed fax report sheets in to the relevant tray. At the end of each week, dispose of any materials left in the unclaimed printing or fax report trays, in to the shredding bin. Bin all rubbish eg. staples, paper scraps etc left on or around copiers. Keep area where printing and fax report trays and recycling box is kept, neat and tidy at all times. Contact Canon to organise maintenance visits by technicians as required. Assist staff to troubleshoot the copiers as required eg. Remove paper jams Stationery Purchase and maintain office stationery stock under the supervision of the Executive Manager Corporate Services Purchase from authorised supplier. Place stationery orders as required, keeping in mind minimising the number of deliveries in order to keep delivery costs down. Use Purchase Order and online ordering system. All orders to be printed and attached to Purchase Order. All requests for additional equipment to be checked for approval with the relevant Line Manager. Receive and distribute/store all stationery.
Shared Areas and Keep envelope stand well stocked. Supplies Maintain shared areas eg. Where postage supplies, copier paper, binding and guillotine machines, newspapers and forms are located in neat, clean, stocked and functional state. Newspapers Maintain adequate supply of all binding materials. Ensure that binding machine is in working order at all times. Ensure that guillotine device is in working order at all times. Ensure that laminating machine is in working order at all times. Maintain binding, copier paper, postage items, toners, laminating supplies and other frequently used items, kept in common areas in a well organised, tidy and well stocked fashion. Maintain a healthy supply of frequently used forms eg. Leave and accounts forms, in the relevant document holder. Contact supplier if newspaper/s not delivered. Place old newspapers in to bin. Noticeboard To be kept neat and tidy at all times. Remove all obsolete notices and file or dispose of accordingly. Update notice board with new notices. Shredding Secure shredding bin Call for replacement bin when existing bin is almost full. Manuals and Contacts Lists Contacts Lists and frequently used information and documents eg. List of regular suppliers, courier details, phone numbers etc to be kept accessible and up to date at the Reception desk.
Kitchen Ensure that kitchen is kept neat and tidy at all times Equipment eg. dishwasher, fridge, water dispenser, coffee machine etc Kitchen supplies Notice Board Access Dishes to be washed in dishwasher on a daily basis. Dishes to be put away from dish washer every morning. Exterior of cupboards and electrical items to be kept free of spills and dirt. Fridge and microwave to be wiped clean of spills. Fridge to have expired food disposed of on at least a monthly basis. Organise for maintenance if required and advise Line Manager. Advise all staff when coffee machine going for maintenance. Maintain adequate stock of all beverage items eg. coffee, tea, sugar, milk at all times. Maintain adequate stock of all cleaning products. To be kept neat and tidy at all times. Remove all obsolete notices and file or dispose of accordingly. Update notice board with new notices. Ensure that access is for staff only. Visitors only allowed in the kitchen if arranged with staff.