Project Administration Officer at National Disability Services

Reports to: Project Manager
Direct Reports: N/A
Location: Parkville, Victoria
Status: Part time, 22.8 hours per week (3 days).
Fixed-Term contract ending 31 August 2018.
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Background:
From 1 July 2016 to 30 June 2019, the disability service sector has been transitioning to full scheme National Disability Insurance Scheme (NDIS) across Victoria. During this period, disability service organisations in Victoria will be undertaking substantial work to ensure this transition is as seamless as possible.
The Victorian State Government has provided funding to NDS in Victoria through the Sector Transition Fund, to support the sector to effectively transition to the NDIS. NDS’ Sector Transition Project is delivering a suite of information and capacity building activities across Victoria to support the NDIS readiness and transition of current and future service providers.

Position Overview:
This role is a key member of the Project Management Team which sits within the wider Sector Transition Project (STP) Team. Reporting to the Project Manager, this position is responsible for providing exceptional administrative support to the wider STP team thereby enabling the successful delivery of a range of project activities including the delivery of forums and events, distribution of information resources, evaluation and continuous improvement, and reporting.

Key roles and responsibilities:

• Contribute to project goals as an active team member, participate in planning and communications, and provide support and assistance to the Sector Transition Project team as required
• Work closely and cooperatively with the Project Management Team to provide high quality and timely administrative support across the Sector Transition Project
• Maintain and update the NDS CRM through a range of routine and ad-hoc tasks including data entry, data management, data analysis and reporting
• Support STP team members with first-line CRM trouble-shooting and training
• Respond to written and telephone enquiries from service providers and suppliers
• Assist with the development and dissemination of correspondence and publications, including producing documents in accessible formats
• Implement NDS financial policies and procedures for invoices related to this project.
• Assist with preparation of internal and external reporting
• Provide administrative support for team meetings, working groups and other networks as directed including scheduling, and the preparation and distribution of documents such as agendas and minutes
• Other duties as required.Key Attributes

  Essential

  1. Computer literacy:
     a. A high level of proficiency in Microsoft Excel, Word and Dynamics CRM;
     b. Moderate level of proficiency in other Microsoft Office programs including Outlook and Powerpoint
     c. Strong online research skills
  2. Excellent customer service skills and telephone etiquette;
  3. Demonstrated ability to plan, organise, prioritise and multi-task, in response to multiple stakeholder requests;
  4. Some events management experience;
  5. Initiative and ability to identify potential solutions to problems, and work with minimal supervision;
  6. Willingness to follow direction and carry out a range of administrative and ad-hoc housekeeping duties;
  7. Excellent written communication skills;
  8. Excellent data entry skills and demonstrated attention to detail;
  9. Demonstrated experience working cooperatively within a small team.Desirable
  10. Experience in accounts administration, invoicing or procurement processes;
  11. Experience in a role that involved relationship building;
  12. Demonstrated experience using Adobe Acrobat DC or Acrobat Pro, and/or producing information in accessible formats.