Acknowledgement of Country

Vacenti acknowledges the Traditional Owners of the land, waters, and sea of the area that we live and work on across Australia. We acknowledge the continuing connection to their culture and pay our respects to their Elders past and present.

The opportunity

Vacenti is seeking a full-time Administration Assistant to join the Administration Team at our Portofino facility located in Hamilton, QLD. This role will report to and work closely with the Facility Manager. The core expectation of this role is to provide high-level administrative support to management staff. In addition to representing the home professionally to visitors and residents with a strong focus on customer service, you will play a key role in promoting the home to potential residents and their families.

Your main responsibilities will include:

Greet visitors and manage the reception area.

Answer and direct phone calls, emails, and inquiries.

Draft and proofread emails, letters, and other documents.

Maintain communication with internal and external stakeholders.

Coordinate and schedule appointments, meetings, and events.

Manage calendars for Managers or team members.

Organize and maintain physical and digital filing systems.

Ensure data accuracy and update records as needed.

Monitor and order office supplies.

Prepare meeting rooms with necessary materials and equipment.

Take meeting minutes and distribute them to relevant parties.

Provide administrative support to various departments or team members.

Data entry and updating information on Vacenti systems.

Provide information and assistance to clients or customers within your scope

Assist in planning and coordinating office events or functions.

Maintain records of expenses, invoices, and receipts.

Assist with rostering tasks such as covering sick leave when required.

Reasonable Ad hoc tasks within your scope of work

To be successful in this position you will need:

Essential

A current National Police Certificate.

Current Drivers Licence, and a willingness to travel between locations.

Proven work experience as an Administration Assistant or similar role.

High level of competency with office management systems and MS office applications, Technology One and others as applicable

Demonstrated ability with online calendars and scheduling

Highly developed communication skills (written and verbal) and effective interpersonal skills in a busy environment

Sound research and analytical skills

Excellent customer service and social skills, able to operate with diplomacy, tact and empathy

A high degree of personal organisation and self-management

Comfortable working to tight deadlines, and ability to turn work around within a short time span

Ability to think proactively and laterally to maximise opportunities to promote the work of the Home

Experience exercising discretion and confidentiality with sensitive company information

A personal philosophy and practical approach that is compatible with the Vacenti values which ensure respect for the dignity, privacy and individuality of residents and staff.

Preferred

Qualifications and/or experience in providing Administration Support

Medium to high level computer literacy. Particular experience using Microsoft Word, Excel and experience with electronic case management systems.

Up-to-date COVID vaccinations.

Equity, Diversity, and Inclusion

At Vacenti, we firmly believe in fostering an environment that embraces equity, diversity, and inclusion in all aspects of our operations. We recognise that the collective power of diverse perspectives, experiences, and backgrounds enriches Vacenti as an organisation, enhances our innovation, and promotes a culture of respect and understanding.

About Vacenti

Vacenti Aged Care has been proudly serving the elderly community since 1973, making us a trusted and experienced provider of aged care services. For nearly five decades, we have been dedicated to enhancing the lives of residents, offering a wide range of specialised care options, including residential and home care services. Our team of skilled and compassionate professionals are committed to ensuring that each resident receives personalised care, maintaining their dignity and independence throughout their journey with us.

At Vacenti Aged Care, we believe in making a positive impact in the community we serve. We take pride in fostering strong connections with the local community, creating an environment of belonging and support for all. Our corporate social responsibility initiatives focus on promoting equal opportunity for both residents and staff. We actively engage with disability services to ensure that our staff members with disabilities receive the necessary support by fostering an inclusive and empowering workplace. By valuing diversity and embracing inclusivity, we strive to create a compassionate and supportive society, making a positive difference in the lives of those we serve and the broader community we are part of.

What do we offer?

Attractive salary package.

Financial Wellbeing Programmes

Access to career progression and professional development through our internal programs and external strategic alliances.

Work-life balance.

Our exclusive staff breakfast bar.

A Robust EVP: Novated Lease (Salary Packaging on specific items), corporate health insurance, travel discounts, gym membership discounts, wide range of retail discounts and more.

Awards and Recognition.

Fun dynamic team environment.

Employee wellness programme.

Diverse workforce.

Flexible working hours.

A friendly, community-like culture of working for a family owned and operated business.

How to Apply

If you have been thinking about a new challenge or a career in the aged care sector, this is your opportunity to join our family.

Please apply on-line and provide a cover letter and CV that best demonstrate your motivation and ability to meet the requirements of this role.