Office Administrator

Position Description Position: Location: Office Administrator Athletics House Level 2, 31 Aughtie Drive Albert Park VIC 3206 Negotiable depending on qualification and experience Full-time Finance & Administration The Office Administrator reports to the Business Manager; and There are no internal personnel that report to the Office Administrator. All AA staff Athletics community, contractors and suppliers Business Manager 15 July, 2013

Salary:

Basis: Department: Reporting relationships:

Internal relationship: External relationships: Approved by: Date approved:

Position Summary The Office Administrator will be responsible for managing all administrative duties and general office administration within Athletics Australia. The reception area and meeting rooms play a pivotal role in the administration of the Athletics Australia office. You will ensure that all front of house administrative procedures are clearly communicated to staff and carried out in an efficient manner. Athletics Australia Athletics Australia (AA) is the governing body for Athletics in this country. It is a National Sporting Organisation (NSO) whose major partner is the Australian Sports Commission. It is responsible for all athletics activity, including High Performance, Participation, Coaching, Juniors, Athletes With a Disability (AWD), Domestic and International Competition. Athletics Australia has a critical role in leading, fostering and encouraging participation in athletics in Australia and promoting excellence in performance. All employees are expected to behave in a way that is consistent with our organisational values. Our values are: Leadership Respect Integrity Inclusion Fairness Excellence Accountability and transparency Commitment

KEY RESPONSIBILITIES Reception Manage and redirect all incoming calls in a professional and friendly manner; Ensure all staff are trained in telephone handling protocols and provide a high level of customer service; Meet and greet all external guests, and provide refreshment as required Manage and redirect all incoming and outgoing mail; Assist the Business Manager with the administration of the organisation s telephone network and mobile phones; Manage all meeting room bookings, including any AV and catering requirements, ensuring knowledge of how the systems work; Distribute mail and organise local, interstate and international couriers Order and maintain stationery stock and postage supplies; In conjunction with the Communication and Marketing Department, order and maintain AA branded stationery; and Ensure the environment is visually maintained in a professional manner at all times.

Office Logistics Manage and book all domestic flight requests; Manage and book all domestic hotel requests; Manage all car hire accounts; and Ensure procedures are maintained and reviewed at least annually. General Office Administration Collate and distribute the Weekly Update to all staff, including the Kitchen Roster; Assist with facility management issues and liaise with third party contractors as required (eg. air conditioning, cleaners, security access); General ad-hoc office duties as required, including but not limited to, recycle bin collection, daily milk and newspaper supplies, staff birthday cakes; Assist with all IT related issues (including new employee set-up, on-going maintenance issues) and liaise with third party contractor as required; Maintain and update the Athletics Australia contacts book, including distribution to new employees; Support the finance and administration team with accounts payable and accounts receivable activities; and Provide ongoing support to the Business Manager and CEO office as required. WORKPLACE HEALTH & SAFETY These responsibilities should be read in conjunction with the Organisations Workplace Health & Safety policy and procedures: All employees should understand Workplace, Health and Safety (WH&S) principles and comply with the organisations WH&S system; All employees should adopt safe work practices that comply with WH&S requirements and must not willfully place at risk the health & safety of any person in the workplace; All employees should participate in relevant WH&S meetings, training and other activities; and All employees must wear personal protective equipment as required.

SELETION CRITERIA Essential Requirements Completion of diploma level educational training and/or relevant experience in office administration/reception; Well-developed communication and interpersonal skills, both verbal and written; Proven ability to manage a wide variety of tasks concurrently and adapt to a changing environment; Demonstrated commitment to providing high quality customer service; Demonstrated ability to work independently and collaboratively within a team; and Demonstrated ability to exercise initiative and to work under minimal supervision.

Desirable Skills Experience in or an understanding of the Australian sporting sector or service organisation; and Experience in booking flights and accommodation for small and large groups of people. Special Requirements Be available to assist with occasional after-hours events or other essential work.

_________________ Employer's Initials

__________________ Employee's Initials