Purpose of the Role The Administration Assistant role provides operational support through administration services as required including but not limited to data entry of information, responding to telephone calls, preparing of spread-sheets and responding to requests for photocopying.

Personal Qualities/Attributes Required for Role

• Treats others with respect and dignity and supports all policies, values and decisions of the TSA • Is optimistic and remains calm and focused on the task at hand when faced with difficult situations • Is reliable, trustworthy, credible and truthful and displays integrity in all dealings • Respects the differing views and rights of others and is not judgemental • Focuses on the work, avoids distractions and diversions and needs minimal direct supervision

Generic Role Competencies

• Listens attentively, is courteous and adapts style to others • Can follow direction of team members and managers • Respects differences in culture, styles and views of others and respectfully provides own point of view • Promotes TSA in all interactions and supports effective integration of corps and social programs • Identifies and respects boundaries and limits of own role and capabilities • Contributes to team activities and building team spirit • Collaborates with other volunteers, staff and supervisors • Complies with relevant legislation and TSA systems and policies • Prioritises work and undertakes work efficiently and effectively • Completes accurate reports and documents using appropriate technology and software applications and files documents • Prioritises and performs role and responsibilities efficiently Key tasks of the Role

Key Activities

Expected Outputs and measures

Undertake administrative functions

Undertake general office duties including data entry, photocopying/scanning and filing of documents Respond to or redirect emails to the appropriate personnel Regular administration duties including preparation of Information Packs and booklets Typing of documents, preparing spread-sheets, retrieving of information and data using current computer packages Provide other administrative assistance to team as required Prompt and timely retrieval of documents as required Office is well-presented and documents are filed Emails are handled in a professional and timely manner Required packs prepared on a regular basis Documents are free of errors Confidentiality of information is maintained Data Entry

Basic information entered in spreadsheet or databases Identify documents to be preserved and archived Identify documents to be destroyed Maintain confidentiality of documents Upkeep of data bases Accurately recorded and saved Correct documents are identified and archived as per procedure Correct documents are destroyed securely Confidentiality of information is strictly maintained at all times Provide quality customer service

Answer client requests (phone calls and visitors) politely Respond to or redirect requests for information to the appropriate personnel Refer people to appropriate Salvation Army services. Follow up with Manager if unsure. Exhibiting professional image of the office environment All interactions are handled in a professional and timely manner Accurate information provided to clients Maintain a safe and healthy environment

Monitor and rectify any health and safety concerns within the centre. Escalate issues that cannot be attended to the Manager. Report any potential health and safety concerns to Manager Complete hazard/ incident and accident form Qualifications and experience requirements for the Role ·Essential - Excellent phone manner ·Essential - Strong computer literacy skills including, use of Microsoft Word and Excel ·Essential - Accurate data entry skills ·Desirable - Excellent oral and written communication skills ·Desirable - Experience in an administrative office environment Mandatory requirements of the Role Complete The Salvation Army's volunteer registration, induction and training as required. The Salvation Army is a Child Safe organisation. Police Check Proof of Covid Vaccine