Administration Officer

Make an Impact: Join The Fig Trees Disability Services as Our Next Administration Officer Superstar!

Are you a highly organised and empathetic professional ready to play a pivotal role in supporting people with disabilities to achieve their goals? The Fig Trees Disability Services, an NDIS registered provider with a deep commitment to social justice and client choice, is seeking a full-time Administration Officer to join our Western Adelaide office.

This isn't just an admin job; it's an opportunity to be the backbone of an organisation that truly makes a difference. You'll ensure the smooth running of our operations, providing essential support across various functions, and directly contributing to our mission of empowering clients.

What You'll Do: Your Impactful Role

This dynamic and varied role is vital for our team's efficiency and our clients' success. You'll be the go-to person for a range of essential tasks, demonstrating your commitment to professionalism, kindness, and helpfulness in every interaction. Your responsibilities will include:

• Office Management: Overseeing daily operations, managing supplies and company assets, maintaining a secure and efficient filing system (both physical and digital), and liaising with vendors for office maintenance and repairs. This includes ensuring the office is secure, clean, and well-maintained with adequate supplies.
• Administrative Support: Expertly handling incoming calls with confidentiality and a customer-service mindset, monitoring and responding to emails promptly and professionally, managing diaries, booking appointments, arranging staff and client travel, and providing comprehensive support to all staff. You'll be the first point of contact, taking the time to understand the caller's needs and guiding them through solutions.
• Financial Administration: Handling day-to-day bookkeeping, managing accounts, reconciliations, preparing and chasing invoices, processing fortnightly payroll, managing superannuation contributions, and preparing files for annual audits. Experience with Xero is highly desirable!
• HR Support: Assisting with the full recruitment lifecycle, from initial screening and interviews to onboarding new staff (including managing compliance documents, setting up staff on internal systems like OneDrive and ShiftCare, and arranging induction), and managing general HR tasks and employee records.
• Communication & Engagement: Maintaining our company social media accounts, providing exceptional customer service and support to clients and staff, and facilitating interpreter bookings when needed.
• Document Control: Upholding strict confidentiality and privacy, maintaining accurate and secure electronic and physical records, and ensuring consistent use of company templates and naming conventions.

Who You Are: Our Ideal Candidate

You're more than just organised; you're a compassionate problem-solver with a knack for detail and a genuine desire to help others. You'll thrive in this role if you have:

• Exceptional Communication Skills: Both verbal and written, with the ability to connect with people from diverse backgrounds and ability levels, always maintaining a professional, kind, and helpful demeanour. You understand the importance of clear communication, especially when handling sensitive information.
• Administrative Prowess: Proven experience as an Administrator in a similar setting, particularly within the disability, healthcare, or community services sector. You're adept at managing daily checklists, prioritising tasks, and ensuring efficient workflow.
• Financial Acumen: Solid experience with payroll, HR, and financial administration (accounts payable/receivable, debt recovery). Familiarity with Xero will be a significant advantage.
• Tech Savvy: Proficient with Microsoft Office Suite (especially OneDrive for document management) and other computer systems for record-keeping and internal platforms like ShiftCare (experience with client management systems is a plus!).
• Organisational Master: High attention to detail, strong time management, and the ability to manage a high volume of work independently and efficiently. You're proactive in keeping records up to date and ensuring confidentiality.
• Team Player: A collaborative spirit with strong interpersonal skills to build positive relationships with clients, staff, and external partners. You're comfortable briefing colleagues and coordinating with various stakeholders.
• Values-Driven: A deep appreciation for social justice, kindness, and empathy. You'll be representing our core values in every interaction. Lived experience will be highly regarded.

While a formal qualification (such as a Diploma or Degree in Business Administration, Accounting, or Office Management, or Certificate III in Accounts Administration) is a plus, we highly value relevant experience and skills. Applicants with backgrounds in health management, allied health, medical reception, human services, or project administration are strongly encouraged to apply.

Essential Requirements:

To be considered for this vital role, you must have:

• NDIS Worker Screening Check (or willing and able to obtain)
• Working with Children Check (or willing and able to obtain)
• Police Check (or willing and able to obtain)
• COVID-19 Vaccination (including booster)

Experience:

• Administrative Support: 1 year (Preferred)
• Payroll: 1 year (Preferred)
• Invoicing: 1 year (Preferred)
• NDIS or Age Care Sector: 1 year (Preferred)

Work Details:

• Work location: In office - 7 Addison Road, Pennington, S.A., 5013
• Hours: 37.5 a week – 09:00 am to 05:00 pm Monday to Friday with a half an hour unpaid lunch break
• Pay: Social, Community, Home Care and Disability Services Industry Award – Level 2, Pay Point 1 ($34.59 an hour) to Level 2 – Pay Point 4 ($37.73 an hour) based on experience and qualifications.

HR Timeline:

• Applications, Screenings, Interviews and Reference Checks: 18-07-2025 to 08-08-2025
• Onboarding: 11-08-2025 to 15-08-2025
• Start Date: 25-08-2025

Why Join The Fig Trees?

At The Fig Trees, we are passionate about empowering individuals with disabilities to achieve their goals. We are a supportive team committed to social justice, client choice, and control. This role offers the opportunity to be an integral part of an organisation that truly makes a difference in people's lives every day. You'll work in a professional and confidential environment where your skills are valued, and your contribution directly impacts our mission.

Ready to Make a Difference?

If you're passionate about supporting people with disabilities and possess the administrative skills to keep an impactful organisation running smoothly, we want to hear from you!

Apply Now! Please apply online, or send your resume and supporting documents to [email protected]. Don't forget to include "Administration Officer Position" in the subject line.

Employer questions

If you are chosen for a phone screening, you will be asked about the following:

• Any conflict of interest with The Fig Trees
• Self-assessment of English skills
• Self-assessment of Communication skills with clients and staff
• Reason for leaving previous or current employment to work at The Fig Trees
• Weekly availability
• Your expectations in terms of shift hours and types
• Your expected pay rate per ordinary hour
• Do you have a current full Australian driver's licence?
• Working rights in Australia
• Relevant qualifications
• Do you have a National Police Check (or are willing and able to obtain one)?
• Do you have a current NDIS Worker Screen Check (or are you willing and able to obtain one)?
• Do you have a current Working With Children Check (or are you willing and able to obtain one)?
• Have you completed any of the NDIS Worker Orientation Modules?
• Do you have current First Aid and CPR (or are you willing and able to obtain)?
• Do you have a current Manual Handling Certificate (or are you willing and able to obtain one)?
• Do you have any Infection Control certificates (or are you willing and able to obtain one)?

Job Types: Full-time, Permanent

Pay: $34.59 – $37.73 per hour

Expected hours: 37.5 per week

Benefits:

• Professional development assistance

Schedule:

• Monday to Friday

Experience:

• Administrative Support : 1 year (Preferred)
• Payroll: 1 year (Preferred)
• Invoicing: 1 year (Preferred)
• Client Management Systems ((e.g., Careview, Salesforce): 1 year (Preferred)
• NDIS or Aged Care admin: 1 year (Preferred)
• Human resources management: 1 year (Preferred)

Work Location: In person

Application Deadline: 03/08/2025
Expected Start Date: 24/08/2025