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 Mai-Wel is seeking a motivated and customer-focused Administration Assistant to join our Corporate Services team in Maitland. This is a part-time opportunity (25–30 hours per week) ideal for someone who enjoys working in a fast-paced, people-focused environment and thrives on providing high-quality administrative support. About the Role Reporting to the Administration Team Coordinator , this front-facing role plays a key part in supporting daily site operations by delivering exceptional customer service and efficient administrative support across the organisation. You will be the first point of contact for participants, visitors, and stakeholders, ensuring a welcoming and professional experience while maintaining strong operational support behind the scenes. Key Responsibilities Reception & Customer Service Act as first point of contact for participants, visitors and customers Manage phone enquiries, visitor sign-in/out and daily messages Maintain reception and shared spaces to a high standard Coordinate bookings (meeting rooms, vehicles and resources) Maintain confidentiality and manage escalations appropriately Administration Manage incoming/outgoing mail and site inboxes Maintain filing systems, databases and accurate records Prepare correspondence, meeting documents and participant notes Order office supplies and process EFTPOS transactions Conduct clearance checks (Police, WWCC, NDIS etc.) Provide administrative support to meet WHS and Quality requirements Support continuous improvement of administrative processes Finance Support Assist with financial record keeping, petty cash and reconciliations Support billing, payments, receipts and reporting requirements Desired Skills and Experience About You You will bring: Strong Microsoft Office and general computer skills Excellent written and verbal communication skills A professional and welcoming approach to customer service Strong attention to detail and ability to maintain confidentiality Ability to manage competing priorities in a busy environment A willingness to learn and contribute positively to the team Highly regarded: Experience in reception or front-facing administrative roles Experience in a busy office environment Knowledge of the disability sector Certificate III or IV in Business Administration (or similar) Our Culture At Mai-Wel, our values of Respect, Integrity and Excellence guide everything we do. We are committed to diversity, equity and inclusion and strive to create a workplace where everyone belongs.
