Job Description

The Office Manager is a vital part of our team coordinating all the administrative and operational areas of the charity enabling the missionary staff to focus on sharing the Gospel with Jewish people. Specific responsibilities include day-to-day finances and bill paying, budget development, general administration, HR, and project management. Problem solving is a significant requirement of the position. The successful candidate should be able to anticipate needs, evaluate solutions, and resolve problems that arise within the branch.

SUMMARY OBJECTIVE

The mission of Jews for Jesus is to “Relentlessly Pursue God’s plan for the salvation of the Jewish people.” Our missionaries carry out the core work of the ministry in the greater Sydney area. The objective of the role is to support the Charity in operational management, governance, and compliance. The position is essential for ensuring smooth day-to-day operations while strengthening internal policies, implementing a robust risk management framework, and assist with accurate reporting to the Board.

Reporting directly to the Branch Leader, the Office Manager must be highly organised and detail-oriented, playing a key role in maintaining efficiency of the operations.

ESSENTIAL FUNCTIONS

Finance - 60%

Record payments and donations in Xero.

Enter donations and maintain donor relations database.

Manage and pay bills, monitor spending; verify invoices and expense reports.

Reconcile bank accounts.

Run payroll.

Produce monthly financial statements and compare to budget.

Budget –Work with leadership to create annual budget and monitor spending to ensure the charity operates within budget.

Coordinate with bank and auditor.

Operations - 25%

Answer phone, mail, and email inquiries, following up or passing on to others as necessary.

Data Protection - Ensure all operations are conducted in a compliant manner.

Health and Safety – Oversee safe running of events and activity groups, risk assessments, recording of incidents and accidents, and safeguarding.

Track inventory of stock: books and supplies reorder as needed.

Record Keeping - Maintain exemplary records of all actions, initiatives in teams and other sharing platforms where appropriate.

Review mailing list correcting as necessary.

Ensure compliance with Australian charity law, and other regulatory bodies.

Introduce/review and develop the Charity’s policies and procedures.

HR - 15%

Play a key role in employee relations, ensuring compliance with regulations, assessing staffing needs and welfare.

Recruitment of paid staff and volunteers and assisting the Branch Director with the development of the volunteer strategy.

Ensure that all staff and volunteers receive appropriate training and apply a monitoring system.

MARGINAL FUNCTIONS

Write quarterly detailed reports and updated risk register for the board.

Organise and facilitate Board meetings, including preparing agendas, writing and circulating minutes.

Other duties as assigned by the Branch Director.

Excellent problem-solving skills with the ability to streamline processes.

Team player, self-motivated, and detail oriented.

Punctual and dependable; able to work independently.

Bookkeeping experience.

Excellent conversational and written communication skills.

Excellent interpersonal skills to relate appropriately donors, as well as pastors and staff with various personalities.

Proficient with Microsoft Office Word, Excel, Power-Point, Outlook, and Xero.

Internet savy and adequate typing skills for minute taking.

Understanding or willingness to learn CRM database system (Blackbaud).

Previous experience line managing staff, team building, recruiting, and training volunteers.

Knowledge of Australian Charity requirements and relevant legislation, including health and safety, and data protection.

SUPERVISORY RESPONSIBILITY

No Supervisory responsibilities required for this position.

WORK ENVIRONMENT

Routine use of computers, phones, copiers.

At times required to run errands using public transportation or personal vehicle.

Must be able to multitask in a busy environment.

Flexible hybrid work from home is possible.

PHYSICAL DEMANDS

Sit at a computer for extended periods of time.

Lift and move boxes that are 5-20 pounds.

Walking and use of stairs.

POSITION TYPE AND EXPECTED HOURS OF WORK

Full-time 38 hrs per week 9am to 5pm.

Hybrid schedule, currently onsite in Sydney area 1-2 days per week as scheduled by supervisor. Subject to change.

May require occasional evening work.

Requires occasional weekend work during events.

TRAVEL

Occasional travel may be required.

REQUIRED EDUCATION AND EXPERIENCE

Bachelor’s degree and/or bookkeeping qualifications.

2-3 years administrative work experience.

Because of the requirement of praying with and sharing your faith with pastors, church staff, and donors, it is a requirement for applicants to be a committed Christian in full agreement with the Jews for Jesus Statement of Faith, and committed to the vision, aims and ethos of Jews for Jesus https://jewsforjesus.org/about/statement-of-faith.

DESIRED EXPERIENCE

Experience using Xero.

Experience using CRM systems e.g. Blackbaud Raiser’s Edge.

Experience preparing for statutory accounts audit.

Experience overseeing HR and IT systems.