Role Title: / Administration Assistant
Incumbent:
Department: / Employment Services
Location: / Murray Bridge
Team Leader’s Title: / Team Leader/Site Manager
Team Leader’s Name:
Organisational Environment
MADEC is a community based non-profit company dedicated to servicing the Sunraysia, Mid Murray, Murray Darling, Riverland, Murraylands, Kadina/Clare and Adelaide South regions. As an innovative and responsive community business MADEC will meet the needs and aspirations of individuals and communities through premium provision of community education, training, employment and enterprise services.
MADEC operates as a multi-site service provider within Job Services Australia, managing an Education, Employment Services Contract which delivers employment/educational outcomes for defined client groups in accordance with guidelines set down by the Department of Education, Employment and Workplace Relations (DEEWR).
Primary Purpose of Role (In one sentence - why does the role exist?)
The main focus of the position is to provide administrative and customer support to MADEC staff and jobseekers undertaking services within a variety of our contracted programs.
Direct Reports to this Role / Total Number of Reports
None / None
Key Relationships (Who does the role interact with?)
Internal / Team Leader/Site Manager
Regular contact internally with other members of staff within other units/branches
External / Local employers
Industry Stakeholders
Key Responsibilities/ Accountabilities:
Maintain systems to ensure that efficient and effective compilation of client information, ensuring all policy and statistical requirements are met. Security and confidentiality of jobseeker/employer information is essential.
Ensure correct, efficient, timely and confidential management of information systems within the sites.
All facets of reception duties, including accurate taking of messages and client liaison.
Arrange diary sessions for jobseekers to attend Stream Services appointments
Advise Employment Consultant when jobseeker arrives for appointment and follow up in a timely manner if they have not been seen to.
Ensure contractual adherence at all times.
Assist jobseekers with operation of jobseeker facilities provided by MADEC
Assist jobseekers with preparation of resumes, application letters and jobseeker calling cards
Ascertain jobseeker skills, education and suitability for listed positions by conducting a short interview
Maintain timely and accurate records on the DEEWR IT system including creating and dispatching of mail, faxes, employer details, job vacancies, jobseeker referrals, contacts, appointments and vacancy outcomes.
Comply with DEEWR contractual obligations
Record all complaints and forward to Site Manager
Perform duties as directed by the Site Manager/Team Leader.
Qualifications and Experience:
Qualifications/ Memberships: / A Certificate in Business Administration or progression towards qualification would be desirable.
A current maintained driver's licence is essential.
Experience: / One to two years experience in a similar role is highly desirable.
Training or equivalent combination of education and experience will be looked on favourably
Knowledge:
Skills: / A working knowledge of the Job Services Australia System is desirable
Detailed knowledge of the area including relevant industries.
An understanding of legislation relating to Privacy, Freedom of Information, Occupational Health & Safety, Discrimination.
Excellent working knowledge of a variety of software packages, MS Office Suite, Internet, Email (Outlook) is essential.
Excellent communication skills, both oral and written
Ability to work as a team member exercising initiative and the capacity to manage numerous tasks/responsibilities at the same time
Ability to work under pressure and possess excellent time management skills
Ability to maintain systematic and accurate records and reports
Ability to communicate with jobseekers from diverse backgrounds
The ability to accurately identify and interpret employer vacancy requirements and accordingly, match, interview and refer suitable jobseekers
Competent use and knowledge of Microsoft Office Applications
Personal Attributes: / The position requires a multi skilled, well organised and self motivated person who can work with minimum supervision
Capacity to display initiative, positive attitudes and flexibility
Possess a non-judgmental and empathetic attitude in order to provide the best possible outcome for both the eligible job seeker and the employer
Ability to maintain confidentiality at all times
Maintain professional and appropriate personal presentation at all times.

At MADEC We Value

Trust, Honesty and Accountability
The upholding of trust, honesty and individual and organisational accountability in all we do and say.
The behaviour:
  • Walks the talk
/
  • Shows respect
/
  • Is transparent
/
  • Is accountable

Two or three key actions to demonstrate in this role:
Communicates consistently, honestly, constructively and with good intent.
Recognise, give credit too and respect our people for their contributions.
Dignity and Respect
The right of each and every person to be treated with respect and dignity.
The behaviour:
  • Supports team members and colleagues
/
  • Builds relationships
/
  • Energises others

Two or three key actions to demonstrate in this role:
Treats colleagues and subordinates in a fair and equitable manner.
Build relationships across the organisation.
Relates easily with a wide range of diverse people
Community
The spirit and ethos of community development and community well being.
The behaviour:
  • Community focus

Two or three key actions to demonstrate in this role:
Looks for opportunities to strengthen the communities we operate in.
Initiative and Creativity
The initiative and creative potential of individuals and the contribution they can make to MADEC.
The behaviour:
  • Open to new ideas
/
  • Shows initiative
/
  • Adaptive

Two or three key actions to demonstrate in this role:
Open to new ideas and processes
Collaborate on changes and support ideas of others.
Growth and Development
The professional growth and development of board members, management and staff that will enhance their skills, knowledge and experience.
The behaviour:
  • Creates a picture of success
/
  • Develops and coaches others

Two or three key actions to demonstrate in this role:
Provides service, knowledge and experience to others.
Provides a culture that supports continual learning.
Quality and Continuous Improvement
The development and delivery of high quality services to our clients and customers through continuous improvement and organisational development processes.
The behaviour:
  • Understands the business
/
  • Seeks opportunities for business benefit
/
  • Thinks analytically
/
  • Thinks conceptually

Two or three key actions to demonstrate in this role:
Understands how the department works and contributes to business success
Challenges the status quo
Continually reviews processes to ensure best practice.
Economic, Social and Environmental Sustainability
The principles and practices of economic, social and environmental sustainability.
The behaviour:
  • Understands the business
/
  • Seeks opportunities for business benefit
/
  • Thinks analytically
/
  • Thinks conceptually

Two or three key actions to demonstrate in this role:
Seeks opportunities to improve, quality and efficiency, safety, health and the environment
Ensure safe working environment for employees by actively resolving safety issue in a timely manner.
Being thoughtful about resource
Role Description developed by:
Name / Position Title
Frances Smith / Human Resources Advisor
Signature / Date
04/01/2011
Authorised by:
Name / Position Title
Signature / Date
//

Administration Assistant – Employment ServicesPage 1 of 48/12/2018