Administration Support Officer - Operations

• Permanent Part Time role
• Band 4 $35.69 - $37.98 + super

About The Role

Our Operations Business support team provides exceptional support and service to ensure seamless customer service and assistance to our operational staff. This role is office based at our Operations Depot and Ballarat Botanical Gardens.

Key responsibilities include;

• Provide general administrative support to the Operations teams as required including filing, photocopying, word processing and database management.
• Provide assistance and support in managing Council corporate software including Customer Service System (pathway), Asset Management System (confirm) Including requests from both internal and external customers and delegation of incoming letters or requests to relevant staff to achieve an appropriate course of action.
• Liaise with suppliers and staff for the provision of materials such as: staff amenities, stationery, photocopy supplies, office furniture, protective clothing, and equipment and uniforms whilst maintaining accurate records of all purchases.
• Receive goods delivered to the depot from suppliers and contractors and unload where required.
• Prepare agenda and take minutes for meetings when required and publish minutes within an agreed timeframe.
• Prepare receipt and reconcile purchase orders for goods and services and management of all documentation relating to these transactions.
• Prepare debtor invoice requests for external works completed by teams within the department.
• Provide assistance and support for Councils Payroll System and accurate processing of data as required.
• Organise staff training, including staff notification, venue booking, catering and record keeping.
• Assist in all administrative functions for the Ballarat Botanical Gardens, including Weddings booking, the Robert Clarke Centre, and other City of Ballarat Gardens.

About You

We are looking for someone with great people skills and confident in communicating in varying levels of customer service and flexible in an ever changing environment.

To be suitable for this role you should be comfortable and enjoy all aspects of administration duties, taking pride in staying organised, managing multiple tasks and keeping things running smoothly. If you love scanning, data entry, minute taking and all things administration this could be a great fit for you!

This role is office based and is a part-time position, 12-16 hours per week, with flexibility on days and times.

Key Selection Criteria

• Certificate in Business Administration or substantial experience in similar administrative roles in an office environment (Local Government)
• Excellent word processing skills and accuracy in data entry, along with demonstrated experience with a wide range of Windows based applications, Content Manager and Pathway.
• A “can do” approach working to Council’s code of conduct demonstrating Councils values.
• Knowledge and understanding of health and safety issues relevant to work activities and work area.
• Demonstrated experience working in a team environment.
• Demonstrated ability to adapt to new situations, showing initiative in responding to challenging and competing work tasks and demands.
• Demonstrated customer service skills and well developed interpersonal, written, and verbal communication skills.

Be Part Of Something More

Join us in making a real difference to the lives within our community. Working for City of Ballarat you will be part of a team that values honesty, transparency and accountability in everything we do. We believe in the importance of valuing every Individual and working together to support the community. Together we create a supportive and inclusive environment where everyone can thrive and make a positive impact.

Benefits

There’s more to remuneration than just salary.

Here Are Some Key Benefits You Might Value

• Learning and development programs
• Flexible work policies
• Employee benefits program
• MyWellbeing initiatives

To Apply

To apply for this position please click on the apply button and submit your application. The closing date for this position is 11:59pm 9 July 2026.

Please ensure that you provide a cover letter, current resume and provide answers to the key selection criteria as outlined in the attached Position Description.

The successful applicant will be required to undergo a full employment medical and police check.

Contact

For any additional questions, please contact Jacinta Halvy Supervisor Administration Operations via email ***email_hidden***

At the City of Ballarat, we celebrate diversity and strive to create an inclusive, flexible workplace where everyone feels welcome. We encourage applicants of all backgrounds, identities, and abilities to apply. If you need any support during the recruitment process, reach out to us at [email protected]

We’re proud to be a child-safe organisation, committed to protecting children and young people from harm. Our culture promotes their safety and wellbeing, and we require all successful candidates to undergo relevant screening, including a Working with Children Check and criminal history check.