Administration Assistant - Reception

Position: Administration Assistant - Reception
Reports to: Corporate Manager 
Employment type: Full Time - 12 month contract
Reviewed: August 2024
Classification: Social, Community, Home Care and Disability Services Award Level 2

Position Summary
The Administration Assistant is responsible for providing effective and friendly face to face, telephone and email communications, along with general administrative, financial and records management support to Legacy staff, members and clients.

Duties and Responsibilities

  • Receiving incoming calls to Legacy SA in a friendly, patient manner, provide general information on Legacy services when required and / or  redirect as necessary
  • Coordinate office functions such as: postage in and out, room booking calendars, information dissemination, correspondence,
  • Maintain business and office equipment as per established procedures. 
  • Assist with accounts payable and accounts receivable and other finance tasks under direction from the Corporate Manager
  • Assist with entering organisational data to the CRM system (database) 
  • Assist with the filing, storage and security of Legacy documents pertaining to administration. 
  • Maintain Events and Function attendance lists for Beneficiaries, Members and general events. 
  • Death notices – locate and record beneficiaries that have passed away and identify veterans that have a spouse left behind so Legacy can contact them.
  • Assist the Duty Legatee by collating information for them and enter information gained from the Duty Legatee to the CRM database.

Selection Criteria
Essential Criteria

  • Three to five years’ experience in a frontline and / or customer service position..  
  • Certificate III in Business / Business Administration
  • Proficiency in the MS Office suite of applications
  • High degree of accuracy in data entry
  • High level of Customer Service skills and a friendly approachable attitude to staff and clients. 
  • Demonstrated ability to work in a team environment and deal with competing needs and tasks within tight deadlines.
  • The ability to exercise initiative, discretion and judgement in the performance of duties. 

Desirable Criteria

  • Experience in the not for profit or community focussed environment.
  • Proficiency with CRM systems. 
  • Experience in assisting with financial transactions and issuing of customer receipts.

Special conditions of employment essential for this role:

  • This role is open to those who have an unrestricted right to work in Australia.  
  • A National Police Clearance, and South Australian Government DHS/DCSI Child Related, and Vulnerable Person Related Employment clearances are required as part of employee induction. 
  • Must maintain a valid & unrestricted current Driver’s Licence, have a reliable vehicle and be willing to use it for Legacy business.
  • The above is outline list of duties to be undertaken. It may be necessary to undertake other duties to fulfil the objectives of the organisation.

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