Primary Purpose of Position

The purpose of this position is to support the effective and efficient administrative functions of Sisters Inside Inc. (SIS).

In all their duties, the Administration Assistant is expected to work in accordance with the mission, Values & Vision, model of service, policies and procedures of SIS.

Key responsibilities of this position include:

• Collect and distribute faxes
• Answer telephones and take messages
• Manage emails
• Maintain reception
• Maintain a central filing system
• Monitor consumable and office equipment supplies
• Collect, collate and disseminate mail
• Undertake other administrative duties as knowledge and skills develop
• Perform general administrative tasks as required such as large-scale photo copying, delivering documents, and compiling mail-outs
• Assist the Administration Manager
• Practice confidentiality and discretion in the handling of information
• Comply with Sisters Inside policies and procedures as detailed in the Sisters Inside Working Guide
• Participate in team meetings, staff meetings and planning workshops as required
• Carry out other tasks as directed by the Outside Programs Manager or Administration Manager

Organisational Environment

SIS operates within our Mission: SIS is an independent, community organisation, which exists to advocate for the human rights of women in the criminal justice system, and to address gaps in the services available to them. We work alongside criminalised women in determining the best way to fulfil these roles.

SIS is driven by its values. We are committed to involving criminalised women in all facets of the organisation and responding to all women in a culturally-appropriate way. We are therefore committed to employing Aboriginal and Torres Strait Islander workers, and having strong linkages with Indigenous organisations and communities.

The workforce of SIS shrinks and expands with the availability of funding. Currently we employ over 40 staff (including North Queensland) providing:

• information, counselling and support assistance to women and child prisoners in Queensland and their children, and,
• a variety of post-release support services to enable women to reunite with their children and families, and reintegrate within their communities (e.g. family reunification, parenting support and education, mental and medical health support, housing support, employment assistance, Centrelink support and emergency relief).

These services are funded through various State and Commonwealth funding programs, each with their own program boundaries and reporting obligations. An organisational database is one of the primary tools for sharing of information and ensuring coordinated service delivery.

There is a clear delineation of advocacy roles within SIS. Program workers are primarily responsible for individual advocacy work (e.g. advocating with government departments or other services with or on behalf individual women, girls or their children). The CEO, guided by the SIS Management Committee, is responsible for the systemic advocacy work of the organisation at a local, state, national and international level.

Reporting Relationships

• Position title of direct supervisor

The position reports directly to the Administration Manager.

• Title of position that report to this position

Not applicable

• Other significant internal relationships

Works closely with the Bookkeeper and the Administration Manager.

Additional Information

This is a fixed term position until the 19 December 2025, with the possibility of extension, and is subject to a six-month probationary period.

Key Responsibility Areas:

Leadership & Organisational Values

• Demonstrate a commitment to the organisation’s achieving its objectives within the philosophy, values, vision, aims of Sisters Inside
• Be honest, approachable and responsive to the needs of the organisation
• Participate in Sisters Inside regular organisational meetings and work co-operatively with all Sisters Inside workers and their programs’ objectives

Organisational Administration

• Comply with Sisters Inside policies, procedures and systems outlined in Sisters Inside Working Guide.

Quality and Planning

• Record data
• Participate in organisational review and planning activities

Human Resources

• Keep up-to-date with email, telephone and other communication processes within the organisation, to ensure that you are informed of any new developments
• Participate in regular line-management supervision to ensuring that your duties required as specified in this job description are performed
• Participate in an annual performance review and attend professional supervision and appropriate training, either internally or externally as approved by the Chief Executive Officer
• Complete staff timesheet, leave and other forms and submit for approval in a timely manner
• Comply with Workplace Health and Safety and risk management

Networks, Partnerships and Integration

• Promote Sisters Inside in a positive manner

• Represent Sisters Inside at relevant inter-agency networks, community consultations and forums if required.

Key Selection Criteria

KSC1

• Demonstrated understanding of Sisters Inside’s values base, a commitment to working within the organisations value framework, policies and procedures and an understanding of criminalised women and their issues.

KSC2

• Ability to communicate empathically and professionally with a wide range of contacts, from criminalised women to senior politicians.

KSC3

• Demonstrated capacity to coordinate the administrative systems required to ensure the effective functioning of a busy workplace.

Knowledge and Skills:

• Previous administrative/reception experience would be beneficial but not essential

Essential Attributes:

• Problem-solving, knowledge of when to seek direction and be able to critically reflect upon one’s practice
• Enthusiasm and receptiveness in interaction with clients
• Good time management skills including the ability to prioritise, plan, organise, and manage competing demands of this position
• Good oral and written communication skills

Essential Requirements:

• Holder of a current Queensland A Class drivers licence – own car preferable
• Competent computer application skills, including word processing, databases, email and the internet

A position description is attached.