CENTRAL OFFICE

4-6 Peel Street North, Ballarat VIC 3350
PO Box 2537, Bakery Hill VIC 3354
T 03 5337 8999
E people&culture@catholiccarevic.org.au

POSITION DESCRIPTION

Position Title: Receptionist/Administration Officer
Program/Section and/or Client Services

POSITION SUMMARY

The Receptionist/Administration Officer is the face of the organisation, the first point of contact with clients,
suppliers and members of the public, creating a friendly and professional impression of CatholicCare Victoria.
The Receptionist/Administration Officer will undertake a wide range of administration and reception duties
relating to the general administration support of CatholicCare Victoria.

POLICIES, PROCEDURES AND LEGISLATIVE REQUIREMENTS

The position is required to undertake the responsibilities of the position adhering to all CatholicCare Victoria
policies, procedures and practice guidelines and relevant standards and/or legislation including, but not limited

to:

• Employee code of conduct
• information privacy and confidentiality;
• Equal Opportunity, anti-discrimination and anti-bullying; and
• inclusion and diversity.

QUALIFICATIONS AND/OR TRAINING

1. Relevant qualification, preferable within Business or Administration is desirable, but not essential.

EXPERIENCE

1. Demonstrated experience in a busy receptionist and administration role.
2. Demonstrated experience and confidence dealing with clients and other stakeholders.

KNOWLEDGE, SKILLS AND ATTRIBUTES

1. Demonstrated ability to work as an effective team member and to also work autonomously.
2. Excellent interpersonal, verbal and written communication skills.
3. Well-developed priority and time management skills, and ability to multi-task.
4. Intermediate to advanced skills in Microsoft Office suite and windows operating environment.
5. Accurate and proficient data entry skills.

OTHER REQUIREMENTS

• Current driver’s licence.
• Current Victorian Working with Children Check.
• Current Australia-wide Police Check.
• A Statutory Declaration (provided by CatholicCare Victoria) to declare that: you have not lived overseas
  for more than 12 months in one country; OR if you have lived overseas for more than 12 months, that you

have no criminal history overseas.

• International Police Check (where applicable).
• Right to Work in Australia.

Please note, CatholicCare Victoria will conduct the Police Check/s.
It is the incumbent’s responsibility to maintain a current valid Driver’s Licence, Victorian Working with Children
Check and Right to Work in Australia.
The incumbent is required to agree to undertaking a Police Check every three (3) years (or earlier to comply with
specific contractual or legislative obligations and requirements).

and building maintenance requirements

• Register and distribute mail/emails
• Manage the smooth operation of photocopy machines including replenishment o

and sharing advanced skills.

• Actively participate in team activities when available.
• To provide relief for the other receptionist during periods of annual or unexpecte

KEY RESULT AREAS AND RESPONSIBILITIES

The order in which key result areas and responsibilities are listed is not necessarily significant.

KEY RESULT AREA KEY RESPONSIBILITIES

General Reception and • Answer all incoming calls in a timely and professional manner and manage

Administration Duties enquiries whenever possible.

• Handle complex enquiries and requests of the branch, including provision and

scheduling of client appointments, liaison with practitioners, provision of

information, and appropriate referrals.

• To assist with proficiency, tact and empathy the diverse clientele linked with the

programs associated with the branch.

• Re-direct calls as appropriate and take messages when required.
• Greet, assist and direct clients, visitors and the general public in a professional

manner.

• Develop and maintain client confidentiality at all times.
• Monitor waiting clients and alert workers to assist clients.
• Assist with site management processes including raising Building Maintenance

Requests and liaising with the Facilities and Housing Supervisor in relation to fleet

and building maintenance requirements

• Register and distribute mail/emails
• Manage the smooth operation of photocopy machines including replenishment of

cartridges

• Purchase and take inventory of office supplies and stationery, including tearoom

supplies and replenish tea/coffee/milk etc in kitchens.

• To effectively manage financial forms and transactions with regards to fees, issue

receipts, manage accounts payable, purchase orders and credit card payment

requests.

• Maintain the tidy presentation of interview rooms, reception, kitchen facilities and

common areas

• To attend to other duties as may be required from time to time by the

Administrative Lead

• Maintain and uphold the electronic filing of documents where possible
• Work according to the roster across CatholicCare Victoria’s Geelong site, including

the need for evening work, with the span of hours.

Service Quality • Engage in supervision with line manager and participate accordingly.

• Maintain a high level of professional standards.
• Maintain a continual learning culture and participate where possible in gaining

and sharing advanced skills.

• Actively participate in team activities when available.
• To provide relief for the other receptionist during periods of annual or unexpected

leave if at all possible, and in negotiation with the Manager, Administration and
Service Centre.

Resource Coordination • Verify clients up to date contact details, during phone calls as appropriate.

• Assist with cancellation of client appointments on request from staff.
• Ensure program brochures are replenished in the reception area.
• Provide administrative support to program staff, including but not limited to client

letters, maintain client list, printing, document and manual preparation.
The position is also required to perform other duties as lawfully and reasonably directed.