Job Details
  • Reference381555D_1636522583
  • LocationCanberra
  • Job TypeContract
  • Posted17 days ago
  • ConsultantFiona Bell

As one of the Australia's largest providers of human resources solutions, Chandler Macleod has a proven track record of unleashing potential in people and companies. For over 40 years Chandler Macleod's recruitment business has connected leading-edge projects and employers with outstanding business professionals.

Our Government client is seeking to engage a Team Administrator - Receptionist on a Permanent/Part-Time employment basis.

Position Overview

The Team Administrator, Receptionist is responsible for providing telephone and reception service as well as general administration to help ensure the efficient and smooth running of the office.

This position supports the achievement of other priorities such as management of chancery visitors, back-up consular support, notarial services and event invitations outlined under the key accountabilities. This is a job share position working on the front line and an integral member working alongside and supporting a team of local staff and the wider High Commission team.

Key Responsibilities

The following key accountabilities of this role assist in delivering the Ministry's purpose:

Reception

  • Telephonist duties including covering for NZ Consulate General Melbourne and Sydney office as required.
  • Greeting and screening of visitors to the High Commission
  • Responding to routine information requests from callers, visitors and correspondents (includes customs, basic immigration and passport information, general information about NZ and material) through Internet and Post reference material.
  • Respond as appropriate to emails sent to post general email address.
  • Update and maintain reception area information systems and material including the upkeeping of library (books and publications display) and reception area.
  • Maintain adequate stocks of essential information pamphlets and forms, such as passport, visa and birth by descent applications.
  • Liaise with various communications service providers
  • Record numbers of enquiries received and submit monthly report to Consular Adviser and / or Administration Manager.
  • Prepare mail merge of invitations, send and assist in the receipt of accept/decline invitations as required.
  • Manage the register for Third Person Notes, recording and sending these as appropriate
  • Providing back-up support for the morning reception shift during periods of leave.

Consular Services

  • Respond to enquiries for consular assistance and forward consular cases to Team Administrator, Consular as required.
  • Provide consular back up support during periods of leave or high call volumes
  • Attending weekly and monthly consular meetings with Australia Consular advisers

Administration

Visits and Events Support

Security

Relationship Management

Skills and knowledge:

  • Strong understanding of IT systems - both hardware and software especially Microsoft Office applications
  • Excellent written and oral communication skills
  • Strong customer focus, with the ability to communicate effectively with a diverse range of people and on occasion under testing circumstances.
  • Attention to detail and thoroughness in following through tasks
  • Demonstrated ability to build and maintain effective relationships and working within a team
  • Highly competent in Microsoft Office suite
  • Well-developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure
  • Possess a strong achievement/delivery focus - sets high standards including accuracy and attention to detail
  • Ability to work autonomously and within guidelines, demonstrating the use of sound judgement
  • Demonstrated commitment to continuous improvement, including adaptability and openness to change
  • Ability to anticipate issues and problems and think of creative solutions
  • Displays personal integrity and an honest and ethical approach
  • Hold a current, clean driver's licence and be able to drive post vehicles(as required) safely in local conditions

Experience:

  • At least three years' experience in a front facing administration role
  • Proven ability to build, maintain and leverage relationships with key internal and external contacts

Mandatory Role Requirements:

  • Hold a current / clean drivers licence and be able to drive post vehicles
  • You must be able to obtain and maintain an appropriate New Zealand Government Security clearance.
  • Undertake security, health & safety and consular training as required
  • The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the position description and such other duties reasonably within their experience and capabilities as may be from time to time.

If you feel you are a suitable candidate submit your application by hitting "Apply for this job". Alternatively, you can call Fiona Bell on 02 6268 9931 or email Fiona.bell@chandlermacleod.com for further discussion.