Administration Officer

Aboriginal and/or Torres Strait Islander applicants strongly encouraged to apply.

About Wakai Waian Healing

Wakai Waian Healing (WWH) is a specialist Aboriginal and Torres Strait Islander organisation committed to promoting healing through culturally grounded, evidence-informed practices. While we offer services to the broader community, our primary focus is supporting the mental health and social and emotional wellbeing of Aboriginal and Torres Strait Islander peoples. Learn more at www.wakai-waian.com.au.

Role Purpose

This position reports to the Office Manager . The primary purpose of this position is to provide general administrative support to the WWH organisation overall, and specifically to our Caloundra Clinic

Position Expected Tasks

• Work within a multi‑disciplinary team environment at WWH and contribute to the effective functioning of the Caloundra Office.

• Perform front reception duties, including welcoming consumers, responding to enquiries, and supporting culturally safe access to services.

• Conduct daily administration tasks to support WWH programs and office operations.

• Support travelling clinicians with transportation, including drop‑offs and pick‑ups from airports and other services.

• Assist with the coordination and delivery of NDIS, Psychology, Counselling and SEWB/MH Worker clinics within the Caloundra clinic, within scope of role.

• Complete stocktake of kitchen, office and cleaning supplies, and coordinate purchasing to ensure adequate and cost‑effective resourcing.

• Conduct regular checks of WWH vehicles, check logbooks, and arrange servicing, repairs and maintenance as required.

• Monitor and maintain office equipment, including printers, photocopiers and other devices, and coordinate repairs or servicing when needed.

• Support financial management tasks as directed, including basic data entry, invoice processing and budget‑related administrative tasks.

• Assist with the collection, entry and verification of data required for funding body reporting.

• Provide administrative support for community engagement activities, resource development and stakeholder collaboration.

• Support the Office and Clinic Coordinator in the delivery of her duties and responsibilities, including administration coordination, quality tasks, and office‑wide workflow management.

• Participate in ongoing education, supervision, mentoring and self‑care activities.

• Contribute to evaluation activities, reporting, contract compliance and performance monitoring as required by WWH.

• Participate in the implementation, monitoring and evaluation of safety and quality initiatives relevant to the National Standards for Mental Health Services and ISO 9001:2015.

• Represent WWH in networking, promotion and education activities as required.

• Undertake other duties as required and negotiated.

Position Expected Skills/Experience/Requirements

• A minimum of 1-2 years of administration or office support experience is required experience (health, hospital, medical and specialist settings highly regarded)

• Strong written and verbal communication skills

• Ability to use a range of technologies including computers, mobile devices, office equipment and software (Word, Excel, PowerPoint)

• Ability to consult and collaborate with diverse stakeholders, including Aboriginal and Torres Strait Islander communities, government and non‑government agencies

• Ability to undertake general administrative tasks in a multidisciplinary, community‑focused service

• Understanding of, or ability to rapidly acquire knowledge of, the mental health needs and priorities of Aboriginal and Torres Strait Islander peoples

• Ability to work respectfully in healing‑focused services across rural, remote and regional areas

• Ability to manage multiple tasks, meet deadlines and work within quality, ethical and safe workplace practices

• Ability to participate in inclusive HR practices including equity, anti‑discrimination, WHS and ethical behaviour.

• Current Queensland drivers license

• Working with Children (Blue Card) must be obtained before starting work

• NDIS Worker Screening must be obtained before starting work

• Ability to pass a criminal history check

• Completion of NDIS Worker Orientation and New Worker Induction modules (or willingness to complete)

• Ability to provide certified proof‑of‑identity documents for criminal history and police checks

Personal attributes

• Excellent engagement skills with a proven ability to build collaborative relationships with a wide range of internal and external partners and stakeholders;

• Ability to work within an environment requiring cultural sensitivity;

• The qualities of energy, initiative, commitment to teamwork and collaboration and respect for others;

• Ability to work well in a flexible, emerging environment and deliver innovative outcomes;

• Good self-care practices and stress management skills to enable maintenance of personal mental health/social and emotional wellbeing and resilience;

• Willingness to be accountable and take a proactive approach to work health and safety, specifically taking responsibility for the health and safety of self and others; and

• Passion about enhancing the mental health/social and emotional wellbeing of Aboriginal and Torres Strait Islander peoples.

How to Apply

Submit your current CV and Cover Letter via SEEK or via email: 📧 ••••@wakai-waian.com.au