Administration Officer - Cessnock

The Mai-Wel Group is a Hunter region not-for-profit connecting people with possibilities for nearly 65 years. We partner with people with disability, young people and those experiencing disadvantage to build independence, confidence and real pathways into community, education, training, employment and enterprise. With a team of more than 370 people, we deliver integrated, person-centred supports across daily living and independence, social and creative participation, and real-world work-readiness programs that lead to jobs—reinvesting every dollar to grow impact across our region. Trusted, local and outcomes-driven, Mai-Wel is Full of Possible.

The Mai-Wel Group is seeking a professional, organised and customer-focused Administration Officer to support site operations across our services. This role is ideal for someone who enjoys being the first point of contact and takes pride in keeping things running smoothly behind the scenes. The purpose of this position is to support site operations by providing exceptional reception and customer service, along with high-quality administrative support to ensure the business functions effectively and efficiently. This is a dynamic role that includes both program and site-specific responsibilities and may require working across various operational locations.

• Reception & Customer Service: Act as first point of contact for participants, customers and visitors; Receive and manage phones, emails, bookings and daily enquiries; Maintain reception presentation and shared spaces; Coordinate meeting rooms, vehicles and site resources; Support multiple sites, including remote reception support.
• Administration: Provide general administrative and office coordination support; Maintain accurate records and ensure confidentiality; Manage mail, site inboxes and office supplies; Prepare correspondence, meeting documentation and reports; Conduct clearance checks (Police, WWCC, NDIS etc.); Support WHS, Quality and compliance requirements.
• Finance Support: Maintain petty cash and banking; Process EFTPOS transactions; Support participant billing and reconciliations; Assist with accurate and timely financial reporting.

You will bring:

• Minimum 3 years’ experience in reception or front-facing administrative roles.
• Strong Microsoft Office and general computer skills.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities in a busy environment.
• Experience handling confidential and sensitive information.
• Strong organisational and problem-solving skills.
• Money handling and financial administration experience.

• Experience in the disability or community services sector.
• Knowledge of NDIS Practice Standards, WHS compliance, or Disability Employment Services.
• Certificate III or IV in Business Administration, Community Services or similar.

• HLTAID009 (CPR).
• HLTAID010 (Basic Emergency Life Support).
• HLTAID011 (Provide First Aid).

We value Respect, Integrity and Excellence. We are committed to creating a workplace where everyone belongs. We welcome applications from Aboriginal and Torres Strait Islander people, people who identify as LGBTQIA+, people of all genders and ages, people with disability and people from culturally and linguistically diverse backgrounds. You will be part of an organisation that: Supports professional growth; Values teamwork and collaboration; Encourages continuous improvement; Makes a meaningful difference in our community.

If you are an organised, proactive and customer-focused professional who enjoys supporting service delivery and site operations, we would love to hear from you. For the right candidate, part-time school hours (9am to 3:30–4pm) may be considered. Apply now via SEEK or our website today.