Disability Services Admin Executive (Subang Jaya)

We are a Disability Service Provider that operate in Melbourne Australia and are looking for a Disability Services Admin Executive that will be based in our office in Subang Jaya, Selangor. You will be providing administration and back office support to the team that works in Melbourne. 

You will be reporting to the CEO

Job Overview: We are seeking a dedicated and compassionate Asst Support Coordinator to assist individuals in accessing services and resources that promote their well-being and independence. The ideal candidate will work collaboratively with clients, families, and service providers to create personalized support plans that meet individual needs.

Everyday Administrative Support to the CEO

• Organise meetings, draft communications, prepare materials, and take meeting minutes.
• Coordinate the CEO’s diary and arrange appointments, communication, and travel requirements.
• Prepare reports, presentations, and correspondence on complex and sensitive issues as requested.

Team Meeting Support

• Take minutes at team meetings as required, prepare agendas, and send calendar invites.
• Liaise with members of the executive team regarding internal projects.

Stakeholder Liaison

• Attend stakeholder meetings to engage effectively and gather insights, prioritising tasks based on deadlines and urgency.
• Communicate with external stakeholders via email to coordinate services and support for clients with disabilities.

General Administrative Tasks

• Coordinate supports and work with various external stakeholder for disability clients
• Make service provider referrals as needed.
• Assist in the payroll process.
• Enter client case notes daily into CRM software.
• Update client information in CRM software.
• File documents in the cloud.
• Maintain registers and logs as required.
• Keep the organisational chart and contact lists up to date in CRMs
• Manage the annual calendar of governance and organisational activities.
• Read staff shift notes and work with Operations Manager to provide adhoc support as required

Key Skills and Competencies

• Strong knowledge of the full suite of Microsoft Office applications, with the ability to learn new systems and applications quickly.
• High-level interpersonal skills, with the ability to handle sensitive and confidential information appropriately.
• Excellent written and verbal English communication skills, with good attention to detail.
• Strong organisational and time management skills, capable of managing competing priorities effectively.
• An understanding of community service organisations is highly desirable.

Ad Hoc Administrative Duties

• Participate in various ad hoc duties to create a cohesive administrative support structure.
• Make recommendations for process improvements and create efficiencies where possible.

Professional Development

• Take responsibility for and manage continuing professional growth.
• Participate in formal supervision and internal and external development activities.
• Engage in an Annual Work Plan and an Annual Performance Review.