Job Description

We are looking for a fun and playful Administrator to help support our programs.

Your goal as Office Administrator is to provide support to Program Coordinators and Management to maintain the administrative responsibilities of Camp Kiah. The Office Administrator is responsible for improving efficiency and increasing program organisation while managing the company’s administrative responsibilities in regards to NDIS reporting, maintaining data and upkeep of our Internal auditing processes.

The Office Administrator will report directly to the Operations Manager.

Camp Kiah provides therapeutic camps and respites for children and young people who display behaviours of concern or emotional dysregulation. Our main cohort is young people who are at risk of or enduring placement breakdown. Our play based, trauma informed and attachment focused approach allows young people to build rapport and relationships to create an environment where they are engaged and enjoy being. Using this foundation, we become a platform within which Camp Kiah can support care teams and ecosystems to support children and young people to maintain their current living arrangements, or facilitate support in the event of a placement breakdown. Built on a foundation of therapeutic play approaches, Camp Kiah is a child (client) centred service that works collaboratively and systemically with all stakeholders in the life of the child.

We have found that young people respond well to the playful nature and predictability of Camp Kiah. They quickly gain an understanding of the boundaries and limits here, the freedom associated with play as our primary medium of interacting with the young people and find comfort in her relationships with Camp Kiah staff. We understand the importance of being able to provide a child centred and lead environment, in which the child is able to explore the aspects of themselves within their relationships with us.

All Camp Kiah job roles have an element of face to face contact with young people, it would be beneficial for this face to face contact to occur within the group programs, as you will be supported by a team at all times, including out of ratio staff support. This element of the role can be eased into, given the field may not be your area of expertise, but is required to support admin staff in understanding what we do.

General responsibilities

• Reception duties: Answering phones, greeting visitors, directing inquiries, and managing referrals.
• Customer service: Providing friendly and efficient service to clients, staff, and other stakeholders.
• General administration: Handling mail, photocopying, filing, and other routine office tasks.
• Engaging with young people: Young people are onsite most days, this will include the office space, creating and maintaining relationships is essential.

Administrative Responsibilities

• NDIS registration maintenance: Providing and receiving documents to NDIS registered clients, ensuring that all documentation is received and up to date as per the registration requirements of the NDIS
• Data entry: Maintaining databases, updating records, and entering information into systems.
• Minute taking: Taking minutes of meetings and distributing them to relevant parties.
• Service agreement management: Creating, sending and ensuring return of service agreements across all programs
• Special projects: Assisting with special projects as required.

Other Responsibilities

• Support to management: Assisting management with administrative tasks, scheduling meetings, and handling confidential information.
• Collaboration: Working with other team members and departments to ensure smooth office operations.
• Continuous improvement: Identifying areas for improvement in office procedures and processes.

Key skills and qualifications

• Flexibility in working days and hours.
• Strong organisational and administrative skills: Ability to manage multiple priorities and meet deadlines.
• Proficiency in computer applications: Experience with Google Drive, Microsoft Office Suite and other relevant software.
• Understanding of the NDIS system: Role will include collection of required documents, signatures and obtaining forms required to maintain NDIS registration.
• Excellent communication skills: Ability to communicate effectively with staff, clients, and other stakeholders.
• Customer service skills: Ability to provide professional and friendly service to clients.
• Problem-solving skills: Ability to identify and resolve issues efficiently.
• Experience in a similar role: Preferred qualification in office/business administration or related field.
• Commitment to upholding ethical standards and maintaining confidentiality.
• Understanding of requirements of working respectfully with Aboriginal and Torres Strait Islander and Culturally and Linguistically Diverse clients, communities and staff
• Experience in Disability Services will be highly regarded
• Current Driver’s Licence
• First Aid Certificate
• A valid Working with Children Check & National Police Check/willing and eligible to obtain one prior to commencement of employment

The above job description serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform other job-related tasks requested by management and as necessitated by the development of this role and the development of the business.

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