Office Support Specialist
Open Minds · Brisbane, QLD, AUS
Position Description
Office Support Specialist
Position Title: Office Support Specialist
Reports To: Business Integration Manager
Department: Behaviour Support
Classification: Multicap Enterprise Agreement 2015, DSW Level 3
Direct Reports: Nil
Position Summary
The Office Support Specialist provides comprehensive intake, onboarding and administrative support to the Behaviour Support team while ensuring the smooth day-to-day operation of office environments across all sites. The role serves as a key point of contact for clients, stakeholders and team members, coordinating client intake, onboarding, service agreements and administrative processes, whilst delivering high-quality office management, reception and business support services.
The position plays a vital role in supporting positive client experiences, maintaining operational efficiency, managing office logistics, and contributing to continuous improvement initiatives within the Behaviour Support division.
Key Responsibilities
Intake & Client Onboarding
- Coordinate and manage end-to-end client intake and onboarding activities.
- Conduct brief intake assessments using approved assessment tools and processes.
- Develop and maintain client onboarding documentation, including:
- - Service Agreements (SAs)
- Schedules of Support (SoS)
- Consent documentation
- Client records and administrative paperwork.
- Liaise professionally with clients, families, support coordinators and stakeholders regarding service enquiries and onboarding requirements.
- Ensure onboarding activities comply with relevant legislation, organisational policies and NDIS requirements.
- Support agreement renewals, service amendments, client transitions and offboarding processes.
- Monitor intake volumes and manage onboarding workflows in line with business demands and service capacity.
Office & Administrative Support
- Provide proactive and professional administrative support to the Behaviour Support team.
- Maintain front office operations including reception, mail distribution and visitor management.
- Coordinate meetings, calendars, documentation and approvals.
- Manage data entry, filing systems and record maintenance.
- Handle correspondence and act as a central point of contact for internal and external stakeholders.
- Provide administrative support across Behaviour Support functions during peak workload periods.
- Maintain confidentiality of sensitive client, employee and organisational information.
Office Management & Coordination
- Ensure efficient operation of office environments across multiple locations.
- Coordinate office supplies, equipment, maintenance and facilities requirements.
- Manage relationships with vendors, service providers and building management.
- Support workplace health and safety, compliance and office-related audits.
- Assist with employee onboarding and offboarding from a workplace logistics and administration perspective.
- Identify opportunities to improve office systems, processes and workflows.
Travel, Events & Logistics
- Coordinate domestic travel arrangements, including flights, accommodation, transportation and travel documentation.
- Manage travel schedules, itinerary changes and associated logistics.
- Coordinate team meetings, workshops, conferences and business events.
- Maintain travel records and support expense reconciliation processes.
- Ensure travel and event activities align with organisational policies and budget requirements.
Process Improvement & Reporting
- Support the development, implementation and maintenance of administrative systems and processes.
- Assist with internal audits and monitoring activities.
- Maintain accurate records, databases and reporting information.
- Prepare reports and business information as requested by leadership.
- Contribute to continuous improvement initiatives and business efficiency projects.
- Share knowledge, skills and best practices with team members.
Skills & Experience
Essential
- Minimum two years' experience in administration, office management, client services, onboarding, business support or a related field.
- Strong organisational skills with the ability to manage competing priorities and deadlines.
- Demonstrated customer service and stakeholder engagement experience.
- Excellent verbal and written communication skills.
- Strong problem-solving and decision-making capability.
- High level of proficiency in Microsoft Office and administrative systems.
- Ability to work independently while collaborating effectively within a team environment.
- Experience maintaining confidential and sensitive information.
Desirable
- Experience working within the NDIS, disability, health or community services sector.
- Experience coordinating onboarding, intake, service agreements or client administration processes.
- Experience with reporting, data management and process improvement initiatives.
Personal Attributes
- Highly organised and detail oriented.
- Professional, approachable and customer focused.
- Adaptable and flexible in responding to changing business needs.
- Strong relationship-building skills.
- Proactive and solutions focused.
- Committed to continuous improvement and learning.
- Maintains a high level of professionalism and discretion.
Requirements
Mandatory
- Qualifications in Business Administration, Administration Support or equivalent experience.
- Current NDIS Worker Screening Clearance or willing to obtain.
- Current Working with Children Check or willing to obtain.
Leadership Behaviours
- Inspire yourself and your team.
- Be accountable for your role.
- Respect and value functional relationships.
- Add life to Elvara sole purpose.
- Give and receive constructive feedback.
Position Objective:
To deliver exceptional client intake and onboarding services while ensuring efficient office operations, administrative excellence and stakeholder support that contributes to positive client outcomes and the overall success of the Behaviour Support team.
Requirements
Mandatory
- Qualifications in Business Administration, Administration Support or equivalent experience.
- Current NDIS Worker Screening Clearance or willing to obtain.
- Current Working with Children Check or willing to obtain.
Leadership Behaviours
- Inspire yourself and your team.
- Be accountable for your role.
- Respect and value functional relationships.
- Add life to Elvara sole purpose.
- Give and receive constructive feedback.
Position Objective:
To deliver exceptional client intake and onboarding services while ensuring efficient office operations, administrative excellence and stakeholder support that contributes to positive client outcomes and the overall success of the Behaviour Support team.