Administration Officer
MELBOURNE, VIC, AU, 3000
At Peter Mac we aim to continuously improve cancer care, research and education across all cancers and for all people affected by cancer: changing lives, breaking new ground. Everything we do is underpinned by our core values, Excellence, Compassion and Innovation. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, cultivating compassion, attracting and retaining top talent and providing the best possible cancer care for our patients.
YOUR ROLE IN OUR FUTURE
Administration Officer - Volunteer Services
Ongoing, Part-Time Role (48 hours per fortnight)
A unique opportunity to join the Volunteer Services team up to 48 hours per fortnight. This role supports the Manager, Volunteer Services and the Coordinator of Volunteers. The role is to provide efficient, effective and customer focussed administration and support to the volunteer department.
Key accountabilities of the role would include;
• Providing responsive and professional customer support to internal and external customers (both in person and over the telephone)
• Diary and mailbox management
• Accurately input departmental statistical data
• Organise and coordinating meetings, team events, catering, functions and interstate/ international travel as require
• Maintain record systems for confidential information and documents
• Providing financial related administrative support
You will be experienced (3 years) in an administration setting, have strong customer service skills, able to communicate effectively with internal and external stakeholders, and be competent in use of Microsoft Office Suite and IT systems as required. You will be a strong team player, willing to go the extra mile with a keen desire to support the functions of a busy and dynamic volunteer department.
Remuneration under the Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025 will be from HS Grade 2 Year 1 (HS2) $66,768.00 per annum (full-time equivalent - to be prorated for part-time) to HS Grade 2 Year 5 (HS21) $73,811.92 per annum (full-time equivalent - to be prorated for part-time) dependant on candidate experience. To be discussed with Hiring Manager.
Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.
For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary. Alternatively, please contact us using the information below for a confidential discussion.
Hiring Manager: Angela Zhou - Volunteer Services Manager
Contact Number: 03 8559 6810
Email: angela.zhou@petermac.org
Applications Close: 11:59pm Tuesday 18th February 2025.
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Position Summary
The Volunteer Service Administration Officer roles provides clerical and administrative support to the Volunteers, patients families and staff within the Volunteer Department.
The key responsibilities of the Volunteer Services Administration Officer role are to:
• Act as first point of contact and provide excellent customer service to patients, their families and the Volunteers and staff relating to the Volunteer Department
• Provide administrative support for Volunteer Department Staff and Volunteers
• Ensure the Volunteer Service strives to support the needs of patients, families and carers at all times, in line with Peter Mac’s strategic goals.
Enterprise Agreement
Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025
Classification or Salary Range
HS2
Immunisation Risk Category
Immunisation Category C
Key Relationships
| Internal | • Manager Volunteer Services • Volunteer Coordinator • Volunteers • All relevant staff across the health service, including satellite sites |
| External |
• Patients, families and carers |
Skills
| Essential Requirements | • 3 years’ experience and/or technical training in an administration setting • Strong customer service skills, able to communicate effectively and respectfully with patients, staff and Volunteers. • Competent in use of Microsoft Office Suite and IT systems as required • A commitment to the principles of confidentiality and privacy |
| Desirable Requirements | • Understanding of the volunteer role and commitment to the philosophy of volunteering • Excellent communication, interpersonal and organisational skills • Ability to work in a team environment • Ability to problem-solve, use initiative & prioritise competing demands in a busy environment • Self-motivated and thorough • Experience with CRMS software such as Better Impact |
Key Accountabilities
| Key Accountabilities | Demonstrated by / Key Performance Indicators |
| 1. Provide Exceptional Customer Service | a. Provide a high level of customer service to patients, carers, staff and Volunteers within a designated team or portfolio b. Obtain the required information from patients, carers, staff and Volunteers in an efficient and courteous manner c. Respond to patient and/or staff queries in a timely and respectful manner consistent with organisational guidelines d. Ensure phone and email enquiries are appropriately allocated and/or follow up e. Ensure department calendar integrity |
| 2. Accurately and efficiently process departmental administrative requirements | a. Electronically process patient activities such as bookings for volunteer department accredited services b. Support management of volunteer records in Better Impact c. Accurately input departmental statistical data d. Prepare donor stewards communications e. Support preparation of department newsletters & social media campaigns f. Support the day-to-day expenses, reimbursements and general supplies for the department g. Perform role in line with confidentiality and privacy requirements |
| 3. Prepare accurate and timely reports | a. Prepare accurate orders via procurement system b. Accurately input and report on department financial responsibilities c. Accurately prepare reporting on department statistics |
| 4. Support the work of the team and department | a. Work cooperatively as part of the team and assist other areas and staff as necessary b. Prepare agendas, coordinate meeting dates and room bookings and take minutes for meetings c. Assess situations or information, clearly and accurately communicate information and make recommendations to peers, volunteers or managers. d. Identify opportunities for process improvement and work with Volunteer Coordinator/Volunteer Manager to implement appropriate solutions e. Other tasks as directed by your team leader or manager |
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For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.
Peter Mac requires its staff to be fully vaccinated against COVID-19. Please contact us if you would like to discuss this requirement.
WHY WORK FOR PETER MAC
- Peter Mac offer a range of benefits which support our people both personally and professionally.
- Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
- We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.