Organisational Environment

For more than 100 years, Scouting has enabled young people to participate in outdoor adventure activities and push personal boundaries, developing their resilience, confidence, and leadership capabilities. Scouting is shaping the future by giving young people the opportunities and the support to thrive and be heard.

The State Service Centre is the hub for our professional Employed Team to provide support to our Volunteers, all of whom are driven by our shared sense of purpose. From managing safety, risk, and assets, to embedding robust financial processes and enhanced technological capability, enshrining youth protection, supporting member experience and training, plus championing our brand and communications.

The State Service Centre aims to deliver sustainable growth into the future, by getting more NSW youth actively participating in great program experiences supported by empowered Volunteer Leaders.

Purpose of the Position

The Region Support Officer is fundamental in the delivery of primary office and administrative support for the Region/s and is the primary interface between the Region/s and the State Service Centre for administrative matters.

The Region Support Officer also supports the relevant Region Commissioner/s and plays a vital role in developing the profile of Scouting in the community and building organisational support and membership within the Region/s. The position is a key facilitator of the growth and development of Scouting within the Region/s.

The position will establish and foster effective communication channels between Region and State Service Centre to ensure the success of functions and activities as they relate to membership services, finance, property, people issues, public relations, and marketing.

Responsibilities & Duties

Membership & Growth

• Support Regions and volunteers with planning, delivery, measurement of leader and member growth and retention initiatives.
• Support and action requests of the Region Commissioner/s and Region Executive Team/s.
• Provide administrative support to Members of the Region Team/s as required.
• Refer matters or reportable incidents with uniformed Members as per Scouts NSW Policy.
• Provide first line communication to Members and the general public.
• Answer general questions and refer questions on policy or contentious matters to appropriate personnel.
• Cooperate with other levels of the Association outside the Region/s.

Administration

• Operate and maintain the online membership system at a Region level.
• Answer a wide range of queries, or direct requests to other people as required.
• Provide administration support to the Region Team/s.
• Provide administrative support for Adventurous Activities and a wide range of Region Events. Issue acceptances/rejections consult with volunteer Region personnel and third parties.
• Purchase all stationery and supplies required for the office and Region Team.
• Assist in the planning and organisation of the Region Annual Report Presentation (ARP).

Property

• Act as first point of contact on Region-based property issues.
• Advise as required on Group property issues.
• Refer necessary issues to Region Property Committee or Property Department at State Service Centre.
• Provide administrative support for all Region managed rental properties.

Awards Administration

• In conjunction with the Member Experience Team at State Service Centre, support Adult Recognition Awards processes.
• Distribute Leader Service Awards.
• Provide Groups with any Award reports as required.
• Prepare letters of congratulation to awardees for Region Commissioner/s.
• Prepare invitations to various presentations.
• Ensure all citations, medals, certificates etc. are in order.
• Assist with planning and organisation of the Region Adult Recognition Award Presentation.

Activities & Events

• Check eligibility of participants for Region-based activities and events.
• Send letters of acceptance if necessary.
• Assist with planning and organisation of any Region conferences or training days.

Campsites

• Answer enquiries about accommodation via telephone, email, or personal visits.
• Send out information on required Campsite to enquirers including Costs and Booking Form.
• Make bookings and take deposits for bookings.
• Liaise with camp committee re bookings.

Key Capabilities & Requirements

Qualification, Training & Experience

• High School Certificate or equivalent.
• 3 years’ minimum experience in office administration.
• Experience using CRM/customer database systems.
• Computer literacy and ability to navigate and use the Microsoft Office suite including word processing, spreadsheet and presentation software and applications.

Knowledge, Skills & Abilities

• High level interpersonal, oral, and written communication skills.
• Ability to liaise effectively with internal and external stakeholders.
• Highly organised with the ability to multitask and meet strict deadlines.
• Thorough, with attention to detail and ability to assess situations and develop solutions that achieve positive outcomes.
• Excellent time management and ability to plan.
• Able to work independently, autonomously and with limited supervision.
• Work well under pressure and handle high pressure situations.
• An ethical approach to work, self-motivated and enjoys achieving results.

Essential Requirements

• Right to work in Australia
• Current National Police Check
• Current Working with Children Check
• Mandatory Training
• Ability to work flexible hours to fulfil responsibilities of the position.
• Ability to work evenings and on weekends when require.