The Administration Officer is responsible for the overall co-ordination of business functions including governance, human resources, information technology, building management, finance and client relations. This role includes supervision of Receptionist to support an efficient, welcoming community centre environment and to ensure our front desk provides professional and friendly service to our customers across the full range of Broome CIRCLE programs and services.

MAIN DUTIES AND RESPONSIBILITIES

Administrative

· Provide administrative support to the Chief Executive Officer (CEO) to manage workload and activities and ensure the smooth operation of the Centre

· Collate data from all areas of Broome CIRCLE operations for reporting and organisational development

· Schedule team meetings, track actions arising and maintain leave diary for team

· Maintain register/calendar of funding agencies detailing funding information and reporting timelines

· Scheule and Track all Building Compliance and Maintenance / WHS Requirements / Fire Prevention / First Aid etc.

· Events and marketing - ensure consistency in brand styling for all Circle promotional materials for newsletters, events and activities

· Liaise with cleaning and other contractors as required

· Coordinate and order Collateral for Broome CIRCLE

Governance

· Maintain register/calendar of funding agencies (Federal, State, philanthropic) detailing funding information, responsible officer and reporting timelines.

· Oversee and coordinate centre OSH policies, procedures and registers.

· Support the CEO in a range of Board administrative functions and actively facilitate continuous improvement.

· Ensure all staff and contractors are appropriately trained to organisation safety standards and comply with Broome CIRCLE safety procedures; maintain register of work undertaken and sign in/out for contractors.

· Identify areas where improvements in processes, services and infrastructure can be made and communicate these to management.

Finance

Support the accountant by entering relevant financial information into Xero accounting software:

· Record daily takings

· Record all credit card payments

· Reconcile credit card statement

· Enter invoices into Xero accounting software system

· Collate and upload Timesheets and all attendant Reimbursements or payments for CEO approval

Human Resources

· Provide support to the CEO in a range of HR functions

· Participate in staff recruitment, selection, induction and training coordination

· Collate required paperwork for new employees and prepare employment contracts

· Ensure Reception staff are supervised and provide training to deliver high quality services to clients and wider community

· Ensure role clarity, including responsibilities and reporting lines exists for team members

· Encourage a team environment of sharing knowledge and ideas to ensure continuous improvement and positive culture within the team

· Track Annual Reviews for the Broome CIRCLE team.

Information Technology

· Liaise with Website Maintenance and IT services for Broome CIRCLE

· Provide advice around data management systems and facilitate continuous improvement in organisational efficiency

· Liaise with IT service providers for support requests, maintain activity register

Other

· As directed by the CEO / Any other duties as required by Management / the Business.

KEY SELECTION CRITERIA

Mandatory requirements

Qualifications

· Driver’s license

· Valid national police clearance and WWCC

· Valid senior first aid certificate or willingness to obtain

Skills and Experience

· Demonstrated Previous experience in a similar role

· Thorough knowledge of Xero or Similar, High competency with Excel and other windows applications required and Canva highly regarded

· Demonstrated experience working with data, providing reports, charts, and information to meet the needs of funders, the board of management and the organisation.

· Attention to detail and willingness to learn new skills

· Demonstrated leadership, ability to work in a team and manage independent workloads, whilst achieving results

TERMS AND CONDITIONS

Salary Level: SCHCaDS level 4 + 10%

Superannuation: 10%

Annual Leave: 5 weeks (pro-rata)

Additional Salary Sacrifice Benefits for working at a Not for Profit.

REPORTING RELATIONSHIPS

· Reports directly to Chief Executive Officer

· Provides line management and supervision to Front Office Administration staff

Please address all selection Criteria in your Cover Letter and Upload your CV

Must have own Accommodation in Broome.