Position Vacant – Bibbulmun Track Foundation

Office Manager

The Bibbulmun Track Foundation (BTF) is a not-for-profit organisation that utilises a strong community base to provide essential support for the ongoing management, maintenance and marketing of the Bibbulmun Track, WA’s long distance walk trail.

The Foundation operates a busy, friendly office located in West Perth and we are seeking an enthusiastic, responsible and qualified person to join our team. The position is part-time (3-4 days per week) for an initial 6-month period with possible extension.

About the role

As the Office Manager you would be responsible for the administration and smooth running of the office which includes office volunteer management, financial practices, merchandise and membership processes and effective engagement with the public and other key stakeholders.

Key aims are to develop and maintain efficient and effective administration; recruit and retain members and volunteers; maintain an overall picture of all activities to be able to ensure continuity for part time staff and volunteers; ensure positive relationships with key stakeholders.

This is an excellent opportunity for a dedicated and enthusiastic individual who is happy to work autonomously and take ownership of their own work within a supportive working environment. The successful candidate will be enthusiastic, creative, a great communicator and be able to measure success and present results effectively.

Duties and responsibilities include, but are not limited to:

Volunteer management

Ensure sufficient office volunteers/staff are rostered on each day.

Recruit new office volunteers as required and set-up training record and implement training plan.

Train and allocate other roles to volunteers including equipment hire, trip planning, log-book rotation, membership, database management, event bookings, merchandise and Group Notifications if required.

Internal and external communications

Answer phone, email and over the counter queries or direct to the appropriate person.

Update website as required

Oversee seasonal mail-out of Bibbulmun News magazine.

Maintain office efficiency

Update or write office procedures as required and advise volunteers of updates.

Maintain file records including archiving.

Maintain office equipment and replenish office supplies.

Accounts and finances

Manage invoicing, payments and record keeping for accounts including online payment system.

Process fortnightly staff wages and relevant reporting systems (Single Touch Payroll).

Manage bank accounts.

Archiving.

Merchandise

Monitor stock levels and order in consultation with Marketing Manager. Update the website stock levels.

Arrange annual stock-take prior to end of financial year.

Work Health & Safety

Ensure volunteers and staff members adhere to the guidelines in the WH&S manual.

Reporting

Report to the ED monthly.

Prepare financial reports for the Board bi-monthly in conjunction with the bookkeeper.

Prepare financial records and liaise with bookkeeper and auditor for AGM.

Other

Coordinate dates, attendance and refreshments for Board Meetings and AGM.

Assist Events Manager if required with event enquiries.

Coordinate and manage equipment hire.

Plus, other administrative tasks as directed by the ED.

Selection criteria

Essential

1. Substantiated knowledge of the Bibbulmun Track and the Foundation.

2. Proven experience in office administration, finance, and management.

3. Ability to plan, coordinate and implement administration systems including use of the MS Office suite and accounting/payroll systems.

4. Ability to use initiative and communicate effectively with the Bibbulmun Track Foundation stakeholders.

5. Evidence of coordinating diverse teams.

6. Demonstrated ability to work independently, flexibly, and cooperatively as part of a team.

7. Proven ability to organise work, manage time, determine priorities, and meet deadlines.

8. Must have the right to work in Australia.

Desirable

1. Experience with volunteer engagement.

2. Proficient in developing and reviewing processes and procedures.

3. Understanding of or previous experience within a Not-for-Profit organisation.

Hours: Part time 25-30 hours per week (negotiable)

Salary: $39,000 per annum plus Super based on 25 hours per week.
Start date: Mid-May - negotiable

Applications:

To apply for this position please send your resume and cover letter addressing the selection criteria (no more than 4 pages) to [email protected] outlining your suitability.

Your cover letter must address the above selection criteria and include the names of two professional referees. Note, referees may be contacted prior to being offered an interview.

Only applicants who have suitably addressed the selection criteria as requested will be considered for interview.

Applications close 2pm Tuesday 22nd of April 2025.

(Shortlisted applicants will be interviewed on Tuesday 29th of April.)

Please note that prior to any offer of employment, pre-employment checks must be completed; these will include reference checking and a national criminal history check.