Administration Officer

Fulltime, Fixed Term One Year Appointment, Attractive Remuneration Package $70-$75K & Generous NFP Salary Packaging, St Kilda Road Location - Friendly, Welcoming and Collaborative Team.


Council on the Ageing (COTA Victoria) is the leading not-for-profit organisation representing the interests and rights of people aged over 50 in Victoria. For nearly 70 years in Victoria, we have led government, corporate and community thinking about the positive aspects of ageing.


The Administration Officer is part of the Corporate Services Team whose primary responsibility is to ensure the smooth running of Reception and provide a high level administrative support to COTAs operating infrastructure.

Working from home arrangements apply during COVID19 restrictions.


We are seeking an enthusiastic, well-rounded, professional and passionate person with a background in office management to join our Corporate Services Team. 

You will be an expert multi-tasker, have strong organisational skills, be process driven and have excellent communication skills.  


  • Provide front desk reception duties for the office which include receiving and responding to inquiries and managing internal and external customers in a timely, friendly and professional manner;
  • Responsible for attending to all office maintenance requests and managing associated contractors in accordance with service delivery requirements;
  • Provide administrative assistance for the purposes of maintaining the organisations fleet and travel requirements as directed;
  • Assist with the creation and maintenance of the staff intranet including the framework that stores the organisations policies and procedures;
  • Provide administrative support to the HR and Volunteer onboarding and induction process including the creation of files and updating of registers in accordance with Induction procedures;
  • Provide administrative support to the organisation of companywide events;
  • Maintain the COTA Library and stock levels for consumer resources;
  • Manage internal and external booking processes for meeting rooms, equipment and vehicles;
  • Process sales in relation to goods, events and membership in accordance with financial procedures;
  • Receive and dispatch mail and couriers and maintain appropriate registers;
  • Order and maintain stationary and other office consumables in accordance with budget;
  • Responsible for the provision of first line help desk support to staff for ICT related issues in conjunction with ICT service providers;
  • Responsible for ensuring the COTA Victoria individual and organisational membership database is current with all members paid in accordance with membership agreements;
  • Other duties that may be directed from time to time by the Manager of Corporate Services.


  • Commitment to the vision, mission and values of COTA Victoria
  • Excellent communication skills both verbal and written, including the ability to relate appropriately to a wide range of people;
  • Possess good professional image, excellent phone manner and enthusiasm in customer service;
  • Ability to work in a busy public environment and respond to changing priorities;
  • Demonstrate a high level of database management and experience in CiviCRM advantageous;
  • Proactive and highly resourceful with the ability to exercise judgement and discretion;
  • Proven experience in an office management and/or organisational support roles;
  • Commitment to Quality Management and process improvement;
  • Proficiency in Office365, including sharepoint;
  • Ability to work cooperatively as part of the COTA Victoria staff and volunteer team to deliver the organisational outcomes as defined in the Strategic Plan


  • Must be physically capable to carry out administrative duties, involving extended periods of VDU use;
  • Must have current Victorian drivers license;
  • Employment is subject to an ongoing satisfactory police check.


***Please note that applicants who do not address the key selection criteria will not be accepted***

  • Current resume;
  • Brief covering letter stating why you would be suitable for this position and 
  • A statement briefly addressing each selection criteria

  Applications close Monday the 5th October, 2020.


28/09/2020 $0 CBD & Inner Suburbs 1 Administration & Office Support
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