REPORTS TO: The Play Project Director - Kait Cummins
LOCATION: The Play Project head office Suite 6, 3 Witt Street Yarrawonga
CONTRACT PERIOD: 38 hours per week
The Play Project is a small family owned company that was founded in 2017 by Kait Cummins a local Occupational Therapist. Kait believes that parents are our greatest asset in improving the health and wellbeing of the next generation and as such is passionate about supporting parents to raise happy, healthy and confident kids. The core services provided by The Play Project at this time involve delivering occupational therapy services to children and families with a vision to provide online services, education and support to all families. The Play project is a child safe service we promote the safety, wellbeing and inclusion of all children.
PURPOSE OF THE POSITION
The Administration Assistant (AA) is an integral member of The Play Project team. This role requires excellent administrator and office coordinator skills delivering high quality, efficient and child safe administrative support to service delivery staff. This person will play a central role in supporting our internal processes and working closely with the Director to coordinate the admin team as we expand our reach across Victoria and Southern New South Wales. The AA is responsible for managing the day to day administrative operations and activities of The Play Project. The AA will work closely with the Director and Business Development Officer to ensure efficient and effective systems and processes are in place to service the company, its team members and clients.
The successful applicant will be a vibrant and energetic person who engages well with people at all levels. The business is growing so the pace is fast and ideal for a dedicated and ambitious person, looking for the next opportunity to shine whilst maintaining their own flexibility and lifestyle needs. The successful applicant will be a solution focussed and IT savvy individual with exceptional organisational skills. The applicant must align with the play project values of integrity, generosity and kindness whilst maintaining the health, wellbeing and safety of the children and families that we work with. The successful applicant must have the capacity to work independently as well as in a team environment.
DUTIES AND RESPONSIBILITIES
Customer Service and Scheduling
- Act as the primary point of contact for The Play Project, answering and responding to general enquiries by telephone, email and post.
- Coordinate client and staff calendars, documentation, archiving, filing.
- Manage daily room allocations for TPP staff
- Manage cliniko daily scheduling of client appointments, confirming arrival and notifying relevant staff
- Oversee vehicle use, calendar, mileage and OHS requirements
- Communicate relevant client info with finance and operations team members.
Occupational Health and Safety
- Monitor staff safety for off site visits through the use of my safety buddy system.
- Complete daily risk assessment on premises
- Executive assistant duties to the Play Project Director and Business Development Manager
- In collaboration with the Director and Business Development Manager plan and facilitate The Play Project Events and Retreats
- Participate in a post event evaluation contributing to the evaluation of the effectiveness of strategies, budgets, staffing, and an analysis of overall outcomes with recommendations for future events
- Manage post-office box registration, website domain registration, telephone and IT network contracts, and storage inventory
- Ensure all office equipment (computers, telephones, printers and photocopier) are maintained in good working order.
- Ensure all office supplies are refreshed as needed
- General typing, letters and report editing
- General housekeeping duties, empty bins at end of day, tidy work space, ensure lights and air conditioner is off, lock up.
- Carry Out all duties with due regard to confidentiality
- Work collaboratively with all Play Project team members and work to ensure open and clear communication is maintained across the organisation
- Attend and contribute to team meetings
- In consultation with the Director develop and maintain all administrative,operations and finance- related records, filing and archival systems and contact databases, especially with respect to all financial institutions, auditors, funding partners, government agencies, vendors and suppliers,and customers Attend The Play Project events and functions as required
- Undertake any other tasks as reasonably requested by the Director
The successful candidate will be appointed to a part time contract with remuneration and conditions to be negotiated at a pro-rata rate based on a full time equivalent. The contract is modelled on and supports The Play Project employment policies
9-5.30 Monday -Friday
TIME IN LIEU
The Play Project has a Time in Lieu (TOIL) policy for full and part time PAYG staff members of six months’ duration or longer. TOIL policy details will be found in your contract of employment along with the process of accruing and using TOIL.
ANNUAL AND SICK LEAVE
Subject to the terms and conditions of the employment contract, the Employee will be entitled to holiday leave accrued proportionally at the rate of four weeks of annual leave for every 52 weeks worked. No leave loading will be paid.
WORK HEALTH & SAFETY, EQUAL OPPORTUNITY, DISCRIMINATION & HARASSMENT
The Play Project is committed to high standards of performance in relation to Workplace Health and Safety and Equal Employment Opportunity. Our staff will maintain zero harm working conditions and practices. Our organisation promotes and upholds principles of fair and equitable access to employment and professional development. The Play Project does not tolerate any form of harassment or discrimination. All staff will comply with company policies and procedures. The Play Project values respectful, harmonious professional relationships within a dynamic working environment and ensure all staff behaviours enable these values.
- National Police Check
- Working with Children Check
- Exceptionally well organised
- Excellent verbal and written communication skills
- A positive and mature attitude with a high level of self-awareness, self-motivation, initiative, emotional intelligence, good humour and resilience
- Demonstrated commitment to delivering a high standard of customer service and to working collaboratively in a (virtual) team environment
- Demonstrated project and time management skills and experience
- Experiencing in developing and implementing admin systems and managing administration functions.
- Proficiency in working with client management system and IT software
- An understanding of children's and disability services
- Experience working alongside health professionals
- Experience working with government funding systems including NDIS, Medicare, private health providers and local health services.
- Previous administration management experience
We encourage applications from Aboriginal peoples, people from culturally and/or linguistically diverse backgrounds and people with a disability
HOW TO APPLY
Please address the Selection Criteria as succinctly as you can, giving recent examples to illustrate your experience.
Email your response to the Selection Criteria, your current CV and a brief cover letter to [email protected]
Please write ADMINISTRATION ASSISTANT APPLICATION in the subject line of your email. Applications must be received by
If you have any questions about the role or the application process, call Kait Cummins 0439 485 500