Permanent Part-time (4 days per week)

09.00 AM till 05.00 PM

On-site only

Job Description:

This role offers vital administrative support to the Finance and Corporate Services Manager, CEO, and Board.

Key responsibilities include assisting with the procurement of goods, controlling costs, and ensuring quality standards are met.

The role supports basic bookkeeping functions such as petty cash management and monitoring NDIS billing, and provides reception relief when required, including handling public queries related to RCC facility bookings.

This function involves supporting the CEO and Board with monthly meetings by preparing agendas, distributing documents, recording minutes, and following up on action items. Additionally, the role plays a critical part in maintaining Work Health and Safety (WHS) compliance by coordinating training, tracking deadlines, recording incidents, and maintaining accurate records. It also involves reviewing and updating WHS policies, managing safety supplies, and supporting WHS meetings.

The role further contributes to internal communications by drafting and circulating official correspondence, ensuring efficient information flow across the organisation.

Requirements of the job:

Children Services:

To record the enrolments, attendances and CCS details into OWNA

Download weekly reports and submit the same for Finance and Corporate Services Manager’s review along with observations.

Invoice weekly and ensure accuracy of session reports for CCS submissions.

Administer Inclusion support and Additional Childcare Subsidy.

Ability to relate effectively with children and their families.

Record the receipts into OWNA/ MYOB

Track the attendance and ensure there is no leakage of revenues.

Ensure the fee outstanding is kept to minimum by diligently tracking the balances.

Become an OWNA expert supporting learning across team.

Partnerships with Families:

Build and maintain professional, inclusive and positive relationships with families of the service.

Ensure professional communication with families at all times.

Build collaborative relationships with all staff in the service based on respect, trust and honesty.

Corporate Services:

Provide administrative support to a range of internal and external stakeholders, including filing, updating records, ordering resources, food and consumables supplies, archiving records, answering phone calls, IT support.

Responsible for a variety of processes including but not limited to, email management, processing direct debit fee charges in OWNA

Issuing statements and invoices,

Banking and iPOS,

Petty cash,

Data entry,

Managing OWNA processes,

Reporting, processing funding applications,

Recording and maintaining enrolment records.

Venue Bookings:

Maintain venue booking system including enquiries, quotes, bookings, invoicing, receipts and follow up with clients including bond refunds where appropriate.

Develop a relationship with regular venue hirers and address any concerns they may have.

Visit the venue sites and drive to the site venue to meet the hirers or open and check the sites if needed.

Work with the Assistant accountant for invoicing and tracking

NDIS Invoicing:

Liaise with the NDIS coordinator/Case worker to ensure that all hours are captured accurately

Ensure timely billing without revenue leakages

Ensure timely reconciliation of the invoiced with the receipts

Work with the Assistant accountant for invoicing and tracking

Monthly Board reports:

Support CEO and the Board for their monthly meetings with the following tasks:

Agenda Preparation: Assist in compiling and formatting the meeting agenda and distribute in advance.

Document Preparation and Distribution: Collate, organise, and send board papers such as minutes, reports, and financial statements.

Assist in drafting and finalising then Minutes: Record meeting minutes accurately and prepare a draft for review and approval.

Follow-Up Communication: Send post-meeting emails with action items, decisions made, and deadlines.

Maintaining Board Records: File and archive meeting documents securely for future reference and compliance.

Quarterly Work Health and Safety:

Maintain WHS Records: Keep accurate records of incidents, inspections, risk assessments, training registers, and safety audits.

Schedule WHS Training and Refreshers: Coordinate mandatory staff WHS training sessions and ensure completion and documentation.

Monitor Compliance Deadlines: Track and remind the staff of upcoming WHS compliance deadlines, audits, or certifications.

Draft and Distribute WHS Communications: Prepare memos, posters, or email updates to staff regarding WHS policies, updates, or initiatives.

Assist in Policy and Procedure Reviews: Help to review, update, and distribute WHS policies and procedures to ensure alignment with regulations.

Log and Escalate Hazards or Incidents: Receive and record hazard reports or incidents and support timely reporting to the CEO.

Coordinate Quarterly WHS Meetings or Committees: Schedule and minute WHS committee meetings and follow up on action items.

Procure WHS Supplies: Order and maintain stock of safety equipment, first aid kits, signage, and PPE as needed.

Reception duties if required

Answer Phone Calls

Answer and address incoming phone calls in a timely and polite manner

Clearly determine the purpose of the call and forward calls to appropriate person

Deal with queries by providing appropriate information

Take and deliver messages accurately and completely

Maintain phone register

Manage Mail

Sort and distribute incoming mail

Ensure outgoing mail is posted daily

Consistently contribute as an effective team member.

Essential Criteria:

A current clear NSW Working with Children Check

A graduate degree or Diploma in Finance/Accounting

Well-developed oral and written communication skills

Demonstrated ability to adapt to and use new technology and support rolling out of new systems

Desirable:

Experience with OWNA or other childcare management systems like Qikkids and Hubworks will be strongly preferred.

Knowledge of the Child Care Subsidy (CCS) and processes to assist families with payment of fees will be strongly preferred.

Ability to assist in Accountancy related tasks.

Previous administrative experience, desirably in a childcare or community setting