Onsite- Systems and Process Specialist

Job description:

MAIN ROLE: To design, build, and refine administrative systems and workflows to streamline business operations, ensuring that processes are efficient, scalable, measurable, and sustainable. This role involves solving workflow challenges, innovating data collection methods, and improving systems that enhance the business's overall efficiency, productivity, and client outcomes.

QUALIFICATIONS REQUIRED: Demonstrable experience in building and testing administration systems Proficiency in relevant software (Microsoft Suite, Asana, , etc.) A Bachelor's degree or higher in a relevant field would be advantageous.

System Design and Implementation

KEY TASKS:

· Collaborate with the team leader to identify system and process needs across the business to support performance and client outcomes.

· Design and document administrative and operational systems.

· Stress-test new processes and iterate for improvement. · Recommend new technologies or tools that may enhance operations.

· Be aware of all technical aspects of the digital tools used.

EXPECTED RESULTS:

· Systems are strategically designed to support business goals and client outcomes.

· Processes are clearly documented and easy to follow.

· System performance is regularly evaluated and improved.

· Tools and platforms support workflow efficiency and data capture.

· Management is aware of performance outcomes for staff and clients to support decision making for future system

development.

· Technical knowledge is accurate when questioned, and expert advice is given.

Workflow Optimisation

KEY TASKS:

· Identify inefficiencies or bottlenecks in existing workflows.

· Propose and implement improvements.

· Build structures that enable scalable service delivery.

EXPECTED RESULTS:

· Business operations become more streamlined.

· Team efficiency improves with clearly mapped processes.

· Systems can be used effectively by both others in the team and clients.

Technology and Tools

KEY TASKS:

· Implement and manage tools such as Microsoft 365, Asana, , or similar.

· Troubleshoot issues and maintain operational continuity.

· Provide user training and support where necessary.

EXPECTED RESULTS:

· Tools are used effectively across the business.

· Systems are stable, functional, and documented.

· Team members are supported to use systems confidently.

Documentation &Communication

KEY TASKS:

· Maintain accurate, clear documentation of all systems.

· Ensure process manuals and support materials are up to date.

· Communicate changes and updates effectively to the team.

EXPECTED RESULTS:

· All processes are clearly documented and accessible.

· Team members understand how to use and follow systems.

· Documentation supports onboarding and training of both staff and clients

Continuous Improvement

KEY TASKS:

· Review and refine systems based on feedback and performance.

· Stay informed about best practices in business operations for both the business and the client industry.

· Offer insights to support strategic growth and innovation.

EXPECTED RESULTS:

· Systems evolve to meet changing business needs.

· Improvements are proactive and evidence-informed.

· Operational excellence is maintained through continual development.

Productivity & Performance

KEY TASKS:

· Manage time effectively to deliver results.

· Provide regular updates to the business leader.

· Meet agreed timelines and milestones.

EXPECTED RESULTS:

· Projects are completed on time and to a high standard.

· Work is self-managed and outcomes are measurable.3

Conduct and Leadership

KEY TASKS:

· Maintain a positive attitude

· Engage with other team members, clients, and other third-parties in a positive and professional way.

· Offer constructive advice where needed, be courteous to others.

· Find solutions to problems.

EXPECTED RESULTS:

· Clients respond to engagement with positive comments and re-engagement with the business brands.

· Conflict with other team members is kept professional.

· Down time is utilized productively.

Professional Development

KEY TASKS:

· Undertake any training necessary for success in the role.

· Identify opportunities to expand skills and responsibilities.

EXPECTED RESULTS:

· All required training is undertaken

· Increased contribution to business performance over time.

Health and Safety

KEY TASKS:

· Demonstrate an understanding and an awareness of all policies and procedures relating to health and safety

· Ensure familiarization with security, emergency and evacuation procedures

· Ensure all security incidents, accidents and near misses are always logged in a timely manner and brought to the attention of the Director

· Ensures all activities meet the minimum requirements of the Health and Safety in Employment Act and are in accordance with the Company's Health and Safety Policies.

EXPECTED RESULTS:

· Apply an understanding and awareness of all policies and procedures relation to health and safety.

· Be familiar with security, emergency and evacuation procedures.

· All security and Health and Safety incidents and near misses are always logged and brought to the attention of the Director in a timely manner.

· All activities and practices meet minimum requirements of Health & Safety Act and in accordance with the company's Health and Safety Policies

General

· Compliance with all Company Policies and Procedures

· Any other reasonable duties as and when required by the employer

· The job description, while specific, is not exhaustive and may develop with the skills and experience the incumbent brings to the role

· In the course of the employee's employment with the Company, they shall carry out all tasks in the best interests of the employer

Job Type: Part-time

Application Question(s):

• Kindly specify your hourly rate in AUD.

Experience:

• Business Management: 2 years (Required)
• Workflow: 2 years (Required)
• Administrative Management: 2 years (Required)

Work Location: In person