About Gumala

Gumala’s name has an important meaning, translating to “all together” in Banjima language. This represents how three language groups, the Banjima, Yinhawangka, and Nyiyaparli people of the Pilbara region, came together to negotiate the Yandi Land Use Agreement (YLUA) with Hammersley Iron (now owned by Rio Tinto) in 1997. The General Gumala Foundation (GGF) was established as a Public Benevolent Institution for the relief of poverty, sickness, suffering, distress, misfortune or destruction of its Membership.

Role Statement

The Governance and Office Administrator role assists the Governance Advisor and EA & Office Manager and with various broad administrative support across the organisation.

The role includes housekeeping, stock check and ordering supplies, managing calendars, booking training and staff events, book travel for Directors and Staff, be a point of contact for contractors and general visitors, assisting with board preparation such as preparing board packs, filing to maintain accurate records and administration of governance projects.

Duties and Responsibilities

Governance Administration Support

Undertake designated administration duties, including data entry, document preparation for Board and Committee meetings,

Assist with planning and delivery of the Annual General Meeting and Consultation Meetings

Administrative assistance with Governance Projects: risk management, compliance, policies and internal audit

Office Administration Support

Perform housing-keeping tasks, including keeping the meeting rooms, general office and kitchen space clean and tidy, including the coffee machine and dishwasher duties

Undertake WHS safety checks and ensure adequate provision of staff consumables, monitoring stocks of office supplies and placing orders when necessary. Conduct stock checks on the order once received and recommend invoices for payment

Serve as a point of contact for couriers, visitors to the GIPL office, answering incoming calls, taking messages and directing calls as appropriate.

Manage the GIPL inbox, book events, membership & training for staff

Combined Office and Governance Administration Support

Manage booking calendars for the office, e.g., Conference Room (internal and external bookings), Meeting Room, Wellness Room, etc.

Maintain accurate records, photocopying, printing, shredding and archiving, and dealing with incoming and outgoing mail.

Prepare for meetings; room appearance, clear up, the setup of teleconference and managing calendar invites.

Book travel, accommodation, catering, and car hire for meetings for Directors and Staff, and complete travel allowance for the CEO & Directors

Skills and Knowledge

Ability to communicate effectively

Team focus

Strong organisational skills and attention to detail

Strong time management skills and ability to work within tight timeframes

Self-motivation and the ability to work independently with limited guidance

High attention to detail

Proficient knowledge of Excel and MS Office

Ability to multitask and prioritise workload

A positive attitude and ability to work well as part of a small team and a strong commitment to customer service excellence

Essential Selection Criteria

The ability to demonstrate 1-2 years in a business administration, project management, governance administration and/or compliance-related role.