reception/administration officer - Asthma Foundation of Western ...

POSITION DESCRIPTION
RECEPTION/ADMINISTRATION OFFICER
JOB OBJECTIVE:
To professionally support the services of the Asthma Foundation Western Australia
(“AFWA”) by delivering a wide range of services including reception, administration and
accounts support and retail sales. This is a full-time role reporting to the Finance and
Administration Manager.
KEY RESULT AREAS (“KRA”):
Page
1. Reception and Communication 2
2. Administration and Accounts Support 2
3. Retail Sales 3
Personal Standards
Asthma Foundation Western Australia employees are expected to represent the
foundation with a high level of professionalism.
The standards and attributes to be demonstrated are:
‣ A commitment to the Foundation’s purpose and values
‣ A high respect and regard for Foundation co-workers and volunteers
‣ Attention to appropriate personal grooming
‣ Leading by example
‣ Responsibility and accountability for one’s work
‣ A high level of self-motivation and initiative
‣ An ability to work independently as well as part of a team
‣ High levels of confidentiality and integrity
‣ A solution focused attitude
Essential Selection Criteria
‣ High level of experience in a busy reception/administrative office environment
‣ Demonstrated sound computer skills including use of MYOB, MS Office 2007, Data
Bases
‣ Non Smoker
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POSITION DESCRIPTION
RECEPTION/ADMINISTRATION OFFICER
KRA 1. Reception and Communication
The Foundation relies on the Reception/Administration Officer to manage the telephone
system and reception area. The receptionist is frequently the “face” and first person clients
and stakeholders make contact with.
Required Standards:
a) Professional and friendly manner towards all staff, volunteers, clients and stakeholders
b) Excellent telephone manner and communication skills
c) Effective listening skills with respect for confidentiality as and when required.
d) Well organised and maintained reception area (including master key box and first aid
box) with clearly defined procedures.
e) Ensure relief reception staff are well trained.
Key Performance indicators:
1. Feedback from staff, volunteers, clients and stakeholders
2. Procedures developed and maintained, well trained reception relief staff.
3. A score of 3 or higher on the rating scale
KRA 2. Administration and Accounts Support
By providing professional and proactive administrative support to all Foundation units, the
Reception/Administration Officer enhances effective and efficient business operations.
Required Standards:
a) Development, implementation and maintenance of administrative procedures as
required (stationery orders and stocking, daily mail, parking bay allocations, sundry
planners and schedules)
b) Efficient processing and allocation of daily incoming mail, collation of outgoing mail
c) Maintenance of accurate petty cash records and payments
d) Accurate with attention to detail of accounts data entry using MYOB software,
including creditor processing and debtor invoicing.
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POSITION DESCRIPTION
RECEPTION/ADMINISTRATION OFFICER
e) Accurate and efficient data base input for receipting and maintenance of various
income streams including membership and donations. Timely and professional
production of receipts and letters to clients.
f) Efficient Body Corporate administration, professional liaison with owners and tenants
g) Assistance with meeting minutes, set ups and communications.
h) Professional, quality external and internal written communication.
f) Other duties as directed by the Finance and Administration Manager i.e. leave relief
and additional assistance in busy periods.
Key Performance indicators:
1. Feedback from staff and clients.
2. Effective, accurate accounts and administration processes maintained.
3. A score of 3 or higher on the rating scale.
KRA 3. Retail Sales
By providing quality retail sales service the Reception and Administration Officer will be
contributing to the service support of people with asthma and those who care for someone
with asthma.
Required Standards:
a) Maintain retail stock sales income, purchasing and accurate records (including regular
stock takes) to provide increased sale opportunities.
b) Participate with the Health Services team in the selection and ranging of asthma
management products. Support the HST CAEO’s retail sales.
c) Ensure retail stock displays enhance promotion and sales with up to date information.
d) Empathy for clients purchasing needs and ability.
e) Willingness and flexibility to identify business opportunities and promote the
Foundation’s activities with recognition of the retail budget goals.
Key Performance indicators:
1. Retail product ranging and records maintained accurately and efficiently.
2. Postal and online orders fulfilled within 2 days, 3 for brochure orders.
3. Client and Health Services Team feedback.
4. A score of 3 or higher on the rating scale.
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