About Us 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. Job Description About the Role We are seeking a proactive and customer-focused Administration Assistant to support daily site operations across our organisation. In this role, you will be the welcoming face of Mai-Wel—providing high-quality reception, administrative, and office coordination support to keep our services running smoothly. This is a dynamic role that involves supporting multiple programs and locations, maintaining accurate records, assisting with financial processes, and ensuring a positive experience for our participants, staff, and community. If you enjoy a fast-paced environment where no two days are the same, and you love helping people, this is the role for you! What You’ll Be Doing Reception & Customer Service Act as the first point of contact for participants, visitors, and staff. Manage visitor sign-ins, phone enquiries, message distribution, and urgent escalations. Maintain welcoming and professional reception and waiting areas. Coordinate bookings for meeting rooms, vehicles, and site resources. Provide remote support to sites with unattended reception desks. Administration & Office Coordination Manage mail, deliveries, shared inboxes, and key/safe access. Maintain filing systems, databases, spreadsheets, and general office documentation. Prepare correspondence, meeting documents, participant notes, and job seeker packs. Order and monitor office supplies, including processing EFTPOS transactions. Conduct compliance checks (police, WWCC, NDIS etc.), minute-taking, and support WHS and quality requirements. Submit maintenance and IT requests and support waste management processes. Finance Support Maintain financial records including petty cash, banking, payments, receipts, and reconciliations. Assist with preparing accurate and timely financial reports. Desired Skills and Experience About You Essential Skills Strong communication and customer service skills. Solid computer literacy, including Microsoft Office. Ability to escalate issues appropriately and maintain confidentiality. Willingness to learn, grow, and adapt. Desirable Skills & Experience Prior experience in reception, customer service, or administrative roles. Ability to manage competing priorities in a busy environment. Experience in the disability or community services sector. Understanding of WHS, NDIS Practice Standards, record keeping, and trauma-informed approaches Qualifications Essential Year 10 (ROSA) Desirable Cert III/IV in Business Administration, Community Services, Customer Engagement, or similar. First Aid & CPR (HLTAID009, HLTAID010, HLTAID011). Training in WHS, customer service, or office administration. Why Mai-Wel? A supportive team environment where your contribution truly matters. Opportunities to work across varied sites and programs. A values-driven organisation committed to diversity and inclusion. Attractive salary packaging benefits (increase your take-home pay!). Ongoing training, growth, and development. Ready to Apply? If you’re passionate about helping people, love providing excellent customer service, and enjoy organising and supporting busy teams, we’d love to hear from you! Apply now with your resume and a short cover letter telling us why you’re the perfect fit for Mai-Wel. Please note: T his position will not start until January 2026
