Position Description

Administration Assistant

Reporting to / Minister
Congregation: / <insert congregation>
Location: / <insert address>
Modern Award: / Clerks Private Sector Award 2010
Full time/part time/casual / <insert tenure>
Date created/amended: / <insert date>
Employee Name
Employee Signature
Date
Manager’s Name
Managers Signature
Date

1Primary Job Purpose

To facilitate the administrative functions of the <insert congregation> office.

2Number of Staff

Reporting Directly: / Nil / Reporting Indirectly: / Nil

3Nature of Communication Requirements

Internal
Volunteers
Ministry team
External
Other UCA Churches including the Synod
Visitors to the site

4Level Of Decision-Making

Decisions relating to day to day workflow under the guidance and direction of the Minister.

5SPECIAL REQUIREMENTS OF THE POSITION

5.1Capacity and willingness to work within the ethos of the Uniting Church

5.2From time to time, flexibility of hours is necessary, generally between 8am and 6 pm on weekday

5.3Satisfactory Criminal History and Working with Children checks

6Job Competencies

6.1Qualifications and Experience

6.1.1.Relevant qualifications in business administration or equivalent industry experience

6.1.2.Experience in a diverse administrative position preferred

6.1.3.Knowledge and experience in meeting procedures as well as minute taking and production of minutes

6.1.4.An understanding of the structure of the Uniting Church in Australia desirable

6.1.5.Experience in Microsoft Office, particularly Word, Excel, Outlook and PowerPoint.

6.2Skills and abilities

6.2.1.Excellent written and verbal communication skills

6.2.2.Strong skills in recording and preparing meeting minutes; this includes the capacity to hear and understand the intention of a meeting and to promptly express and document that intention in accurate and concise terms

6.2.3.Capacity to discern and maintain strict confidentiality

6.2.4.Excellent organisational and administration skills

6.2.5.Demonstrated ability to work well in a professional team

6.2.6.Ability to identify priorities in relation to work demands

6.2.7.Ability to use initiative

6.2.8.Fast and accurate keyboard skills

6.2.9.Ability to source relevant and useful resources

6.2.10.Competent in MS Office programs, particularly Word, PowerPoint, Excel, and Outlook

6.3Personal and professional competencies

6.3.1.Excellent interpersonal skills with the capacity to relate to a diverse range of people

6.3.2.Demonstrated attention to detail

6.3.3.Demonstrated initiative

6.3.4.Capacity to work autonomously and as part of a team

6.3.5.Capacity and willingness to provide a warm and welcoming place for the visitors to the centre

7Key Responsibilities, Tasks And Outcomes

Key Responsibilities / Tasks / Outcomes

7.1

/ General administration / General administration tasks completed including:
  • Typing
  • Filing
  • Copying
  • Correspondence including letters and emails
  • Maintain stationery supplies
  • Purchase of general supplies
  • Banking
  • Payment of invoices
/ Administration tasks are completed accurately and effectively within agreed timeframes and according to established procedures

7.2

/ Customer service / Providing a high standard of customer service in responding to telephone queries and visitors including provision of hospitality where appropriate / Visitors and telephone calls are responded to promptly in a friendly and courteous manner

7.3

/ Mail / Manage incoming and outgoing mail efficiently in line with established procedures / Incoming and outgoing mail is managed effectively

7.4

/ Meetings / Ensuring the agenda and other meeting related papers are developed and distributed in an accurate and timely manner
Attendance at meetings, with accurate recording and subsequent preparation and distribution of minutes / Agenda and meeting papers distributed within agreed timelines
Minutes are accurate, complete and distributed within agreed timeframes

7.5

/ Other duties / To undertake other duties as required from time to time / Other duties are completed to required standards

Administration AssistantPage 1of 7