Job Description
General Administration
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Provide day-to-day administrative support to the Management Team.
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Manage general telephone, email and administrative enquiries and direct matters to the appropriate person.
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Prepare letters, correspondence, reports, forms, templates and other organisational documents.
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Maintain accurate electronic records and filing systems.
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Ensure documents are appropriately named, filed, stored and accessible to authorised personnel.
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Assist with printing, scanning, filing and distribution of documentation.
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Maintain office supplies, stationery and general administrative resources.
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Assist with meeting preparation, agendas, minutes and follow-up actions where required.
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Assist with meeting/training room bookings, catering, setup and facilitation.
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Support the coordination of organisational meetings, appointments and events.
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Participant Administration
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Create and maintain participant administrative records within approved organisational systems.
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Assist with participant intake and service commencement documentation.
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Support the preparation and distribution of participant correspondence.
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Update participant contact information and stakeholder details when changes are received.
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Assist with maintaining participant folders and property documentation.
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Ensure participant information is handled confidentially and only accessed or disclosed where authorised.
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Recruitment and Onboarding Support
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Assist management and Human Resources with recruitment administration.
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Assist with interview scheduling and correspondence.
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Compliance and Quality Administration
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Support the maintenance of organisational compliance registers.
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Assist with preparation and collation of documentation for internal and external audits.
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Support the maintenance of Continuous Quality Improvement records and registers.
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Assist with maintaining complaints, feedback and incident administration records where authorised.
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Escalate identified documentation gaps or compliance concerns to management.
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Training Administration
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Maintain training attendance and completion records.
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Finance and Accounts Administration
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Where authorised:
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Support the collection and organisation of information required for participant billing and accounts administration.
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Maintain accurate administrative records relating to purchases and expenses.
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Assist with reconciliation and supporting documentation where required.
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Maintain strict confidentiality regarding participant, employee and organisational financial information.
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Property Compliance and Vehicle Administration
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Maintain administrative records relating to SIL properties and organisational vehicles.
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Assist with property maintenance requests and maintain records of reported maintenance.
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Coordinate communication with property managers, landlords, contractors and suppliers when directed.
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Maintain property-related documentation including leases, utilities, maintenance records and relevant compliance documentation.
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Maintain vehicle registration, servicing and insurance records.
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Monitor relevant expiry and renewal dates and notify management in advance.
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Assist with coordinating repairs, servicing and maintenance as authorised.
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Coordinate the scheduling of the following
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Annual Pest Inspections
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First Aid Kit Inspection and Restocking
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Fire Equipment Servicing and Maintenance
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Communication and Stakeholder Support
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Maintain qualified communication with participants, families, employees and external stakeholders.
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Direct enquiries to the correct member of the Management Team.
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Ensure communication is clear, respectful and consistent with SYI expectations.
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Maintain confidentiality when handling participant and employee information.
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Assist with organisational announcements and communications as directed by management.
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Record and elevate complaints, concerns or safeguarding matters immediately through the appropriate organisational pathway rather than attempting to independently resolve matters outside the scope of the role.
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Document and Records Management
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Maintain accurate, complete and current records.
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Follow approved document naming and filing conventions.
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Ensure superseded documents are appropriately archived where required.
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Maintain appropriate version control for organisational documents.
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Protect confidential and sensitive information from unauthorised access.
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Ensure records are retained in accordance with organisational and legislative requirements.
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Never remove, alter, destroy or disclose organisational records without appropriate authority.

📌 Administration Officer (Forster)
🏢 Supporting Your Independence
📍 Forster