Administration Officer

Aboriginal and or Torres Strait Islander people are encouraged to apply.

Do you want to make a difference?

The vision of Kurbingui Youth and Family Development is to be a deadly organisation that supports our mob on their journey. Our mission is to build a flexible, sustainable organisation based on cultural values that can empower community to reach their potential. The values that we bring to our work are personal growth, harmony, accountability, communication, and teamwork.

About Kurbingui Youth & Family Development

Kurbingui Youth and Family Development (Kurbingui) is a not-for-profit Aboriginal Community Controlled Organisation that offers services primarily to Aboriginal and Torres Strait Islander Elders, individuals, families, children, and young people living within the Greater Brisbane, Moreton Bay and Southeast Qld regions.

Kurbingui delivers various community services covering areas such as employment and training, family support, domestic and family violence response, alcohol and substance abuse, cultural education and engagement programs, support for families and children from preschool to tertiary education, recreation and sports, early years, families, children and youth supports, women’s and men’s programs, cultural group activities, Youth Justice and NDIS.

Primary Purpose of Position

The Administration Officer provides professional, quality and culturally appropriate administration support for the organisation. Our team is growing and as a result we are seeking an experienced Administration Officer. 

Tasks and Responsibilities

VISION, MISSION AND VALUES

• Execute the duties and functions of the role within the mission, ethos, and values of Kurbingui and Aboriginal and Torres Strait Islander culture.
• Contribute to the development of an organisational culture consistent with the philosophy and values of Kurbingui.
• Model Kurbingui’s values, ethics and behaviours in line with Kurbingui’s core competency framework.

RECEPTION / ADMINISTRATION

• General administration document preparation, filing emails and reports
• Professional support to leadership and management team
• General reception duties
• Asset management 
• Maintenance of Organisational Registers
• Schedule Appointments/ Minute taking
• Work closely with the finance team- process accounts payable/receivable
• Coordinate community events/activities as part of the admin team
• Work closely with other team members to provide seamless administrative support to ensure efficient workflow
• Other administrative activities

CUSTOMER SERVICE

• Screen incoming calls using own initiative and, where appropriate, deal with queries or refer caller to appropriate people.
• Ensure messages are forwarded to appropriate staff members.
• Acknowledge and greet visitors to the office. Direct and/or accompany them to the correct team, office and/or building.
• Assisting in practical tasks as directed and guided by line manager.
• Follow information management protocols, particularly relating to the security of staff, client and program related information and materials.
• Ensure customer service is delivered in a safe and culturally competent environment and manner.
• Work collaboratively with the relevant team members, and other key stakeholders. 
• Maintain confidentiality and provide effective support to both internal and external stakeholders.
• Inform the relevant personnel or management of any issues or concerns.

COMMUNICATION 

• Undertake prompt, accurate and regular communication with internal and external stakeholders as appropriate.
• Attempt to resolve any conflicts or problems as they arise.
• Liaise and interact effectively with colleagues and clients both individually and in groups.

ADMINISTRATION, DOCUMENTATION

• Provide administrative support to the program / service team and management.
• Arrange and manage bookings for board room and training rooms including catering (as requi814709red) and equipment (laptop, projector etc.) for internal and external users.
• Send calendar invites, prepare agendas, minute take, transcribe and distribute minutes for management, staff and other meetings.
• Arrange travel and related requirements such as booking car transportation and other travel requirements as required.
• Ensure that all documentation relating to program / service accounts are given to EO for approval and payment.
• Support the administration staff with monitor and maintain staff training records in training register spreadsheet. 
• Alert Team Leader / Program Manager of upcoming expiry dates of staff drivers licences and certification (eg. first aid / CPR).
• Coordinate onboarding of new employees with team leader / manager and IT provider.
• Report writing, correspondence and data collection. Data input, file maintenance.

QUALITY SYSTEMS & CONTINUOUS IMPROVEMENT

• Ensures accuracy of own work.
• Comply with all Kurbingui’s policy and procedures.
• Perform duties in accordance with organisational requirements.
• Ensure documentation is created, stored and archived in line with organisational IT security requirements. 
• Contributes to improvement of processes and makes suggestions.

WORKPLACE HEALTH AND SAFETY

• Adhere to safe work practices at all times.
• Promote and encourage a safe workplace for self, other staff and members of the public.
• Report incidents and hazards immediately, in line with organisational procedures.
• Take immediate action to address identified/reported workplace health and safety matters in line with the hierarchy of controls/organisational requirements.

OTHER DUTIES

• Participate in professional development 
• Participate in team meetings.
• Work as an effective team member in accordance with Kurbingui’s mission, vision and values.
• Other activities as directed.

Skills and experience

• Experience in a similar administration position. 
• High level of organisation skills when planning, organising and coordinating workload including time management. 
• Effective communication skills – written, verbal and interpersonal. 
• Demonstrated competence and understanding in use of business technology, internet and desktop applications. For example, MS Outlook, Word, Excel spreadsheets, and database packages.
• Desirable – experience working with a community, NFP (Not For Profit), and/or Aboriginal & Torres Strait Islander organisation.
• Current Blue Card is essential

How to Apply

Address your application to Tina Ridley, Administration Manager, Kurbingui Youth & Family Development. 

Your application must include a resume and a cover letter that includes a response to the Key Selection Criteria listed above.

Applications that do not address the Key Selection Criteria will not be considered. 

Only shortlisted candidates will be contacted. No agencies please.

Please note: We review applications on a rolling basis, so we recommend getting your application in as soon as possible. 

To request a copy of the position description and further information on the Selection criteria please email tridley@kurbingui.org.au using the subject line: PD request: Administration Officer.

Employment is conditional upon maintaining clear personal history screening checks prior to and throughout employment.

To Apply or for more information visit: