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We are seeking a proactive and organised Administration Assistant to provide day-to-day administrative support to our Woollahra Life! Coordinator. This role plays a vital part in ensuring the smooth delivery of community programs and services across the Woollahra area. You will work closely with the coordinator to manage schedules, communications, and documentation, helping to connect local residents with the resources and activities that Woollahra Life! provide. The position requires strong attention to detail, clear communication skills, and the ability to follow established procedures under supervision.

Responsibilities & Duties

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• Provide general administrative support including managing correspondence, phone inquiries, and emails on behalf of the Woollahra Life! Coordinator
• Coordinate and schedule appointments, meetings, and community events, maintaining accurate calendars and records
• Prepare, proofread, and distribute documents, reports, newsletters, and program materials
• Maintain and update client and participant databases, ensuring data accuracy and confidentiality in accordance with privacy legislation
• Liaise with community members, service providers, and stakeholders in a professional and compassionate manner
• Assist with general administrative tasks such as data entry, scanning, processing payments, and electronic filing.
• Assist with the coordination and logistics of community programs and events, including venue bookings and catering arrangements
• Undertake filing, archiving, and general office management tasks to support an efficient working environment
• Assist reception when required by answering and directing incoming calls as well as greeting clients and visitors in a professional and welcoming manner
• Maintain a tidy and organised working area
• Monitor and respond to the Woollahra Life! inbox
• Support internal communication by relaying messages accurately and promptly
• Maintain confidentiality and uphold Holdsworth’s values and service standards
• Follow all established procedures and seek guidance where required.
• Provide administrative support for meetings, including scheduling and document preparation
• Perform other general administrative tasks as directed by management

Experience

• Demonstrated experience in an administrative or office support role, ideally within the community services, not-for-profit, or local government sectors
• Excellent written and verbal communication skills with a warm, professional manner
• Strong organisational skills with the ability to prioritise competing tasks and meet deadlines
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with database management systems
• A genuine commitment to supporting community wellbeing and the values of inclusion and respect

Qualifications & Certifications

• Certificate III or IV in Business Administration or equivalent (desirable)
• Knowledge of the Woollahra LGA community (desirable)
• National Police Check (or willingness to obtain)

Key Performance Indicators

• Calls, emails, and enquiries acknowledged within agreed timeframe.
• Accuracy of data entry and record-keeping maintained above 95%.
• Appointments and events booked correctly and with adequate notice.
• Assigned tasks completed by agreed deadlines.
• Confidentiality and customer service standards consistently upheld.
• Positive feedback from clients, visitors, and internal stakeholders.
• Attendance and punctuality standards consistently met.

This position description acts as a guide to the responsibilities and duties of the role and is not intended to be an exhaustive list of duties. You will be expected to perform other duties and tasks as requested by management as your role develops and/or business operations change.