Receptionist/Administrative Officer

Summary about this job

Detail information about job Receptionist/Administrative Officer. Terms and conditions vacancy

Position Description: Receptionist/Administrative Officer

Accountable to:           Manager

Date reviewed:            July 2018

About VANISH

VANISH is a small independent, government funded, community organisation which provides search, information, support and counselling services for mothers and fathers separated from a child and for adults separated from their families of origin.

Our service users include:

• People affected by adoption (domestic and intercountry) - mothers, fathers, adopted persons, adoptive parents and family members of all these people. 
• People affected by donor conception.
• Forgotten Australians - former wards of state, de facto adoptees and/or those who were voluntarily placed in institutions or foster care in Victoria.

The Role

Reporting directly to the Manager, the Receptionist/Administrative Officer is responsible for a broad range of functions to support the work of VANISH and the Search and Support team. The key objectives are:

• To provide a polite, professional and welcoming first point of contact for all callers and visitors
• To efficiently direct calls, email, visitors to the appropriate staff member, or refer to the appropriate external organisation/resource when required
• To competently manage administration and reception duties
• To assist with volunteers
• To participate in team projects

Main Tasks:

Reception and General Office:

• Screen, respond to and refer telephone callers and visitors to the appropriate staff team member
• Respond to general email messages or forward them in a timely manner to the appropriate staff team member
• Accurately prepare correspondence and reports
• Maintain up-to-date records and files, both manual and electronic
• Record and maintain the mail system daily
• Ensure that stationery and general supplies are restocked
• Procure required items in line with Finance Policy & Procedures
• Arrange general office maintenance including cleaning, security and office repairs
• Photocopy, bind and circulate documents
• Manage the general calendar including reminders of key meetings
• Manage appointments for the Manager when required

Bookkeeping:

• Maintain and report petty cash
• Accurately code invoices for approval for payment
• Reconcile credit card expenditure
• Maintain accurate records of expenditure made on behalf of service users and invoice accordingly
• Collate staff timesheets for approval and payment
• Arrange accurate and timely invoices to partners and funding bodies
• Liaise with accountant in preparing accounts for Annual Report
• Other basic bookkeeping tasks as required    

Specialised:

• Record and maintain membership register
• Maintain up-to-date library resources, records and borrowing systems
• Organise functions and meetings including the Annual General Meeting
• Prepare publications such as Annual Report, VOICE newsletters and news bulletins
• Assist with completion, management and mail out of newsletter and special projects
• Assist with website and Facebook page maintenance
• Develop calendars and flyers for metro and regional support groups
• Prepare meeting agendas and take minutes as required
• Other duties as requested by the Manager

Key Selection Criteria:

Mandatory:

• Highly developed interpersonal skills, ability to interact appropriately and professionally with service users, Committee of Management members, colleagues and other professionals.
• Demonstrated high-level organisational abilities and initiative, including prioritising competing tasks and meeting deadlines.
• Well-developed communication skills, both written and verbal, including the ability to listen and provide information in a sensitive and supportive manner.
• Demonstrated understanding of all parties involved in separation from family of origin through adoption, state wardship and reproductive technology.
• Demonstrated skills and experience in administrative functions, including basic bookkeeping and maintaining paper and electronic filing systems. 
• Demonstrated skills and experience with Microsoft Office Suite (Windows environment), internet and website administration.
• Willingness to gain an understanding of relevant legislation and VANISH’s constitution.

Desirable:

• To have a personal experience of separation from family through adoption and an understanding of what “lived experience” means.

Conditions:

• This position is 0.9 FTE (9 days per fortnight, 7.6 hours per day) with conditions in accordance with the SCHADS Award and VANISH policies.
• Four weeks annual leave pro rata.
• A performance review will be undertaken annually.
• A three month probationary period will apply.
• A police check will be required prior to employment.

How to Apply:

Please send a document of no more than four pages addressing the selection criteria, together with a brief curriculum vitae, either by post to:

The Manager

VANISH Inc.

PO Box 112

Carlton VIC 3053. (Please mark your mail CONFIDENTIAL.)

Or by email to: [email protected] (Please use the subject line: Receptionist/Administrative Officer application via SEEK)

Applications close at 5pm on Friday 20th July 2018. Interviews will be held in late July. Employment commences August 2018.

Please Note: Only applicants that respond to the selection criteria will progress to the selection panel.

Thank you for your interest in VANISH. For more information about the organisation please visit www.vanish.org.au