Part Time (0.4 FTE, 4 half days per week, 14 hours)

About the Role

Are you a detail-oriented administrator who enjoys connecting with people and keeping things running smoothly behind the scenes?

Youth Action is seeking a proactive and organised Membership Assistant to support the day-to-day administration of our membership systems and organisational operations. As the first point of contact for member enquiries, you’ll ensure members feel supported and valued, while also contributing to the smooth and efficient functioning of our office.

This role is a great opportunity for someone who enjoys data entry, database management, customer service, and supporting operational systems that make a real difference to the people they serve.

This is your chance to:

Keep accurate membership records and manage a CRM system

Coordinate member engagement

Provide support to members and the broader youth sector

Contribute to system improvements and an upcoming membership development project

You’ll work closely with the General Manager and other team members to ensure timely, accurate, and friendly support to our members and internal team. Whether preparing reports, responding to queries, updating the CRM, or contributing to operational improvements, this role is ideal for someone who takes pride in delivering high-quality administrative support in a collaborative environment.

Full job description: http://bit.ly/4feJzv4

Award grade: Level 2.1, SCHADS

Join a small, passionate team leading social change in NSW. At Youth Action, we value collaboration, creativity, and genuine participation. You’ll be supported to bring bold ideas to life, work flexibly, and grow professionally—all while making a tangible difference in the lives of young people across the state.

To apply: Please submit your resume along with a concise cover letter, that outlines your relevant experience and tells us why you're a great fit for this role, to [email protected]. We encourage you to refer to the “What You’ll Bring to the Role” section when preparing your application. Please note: Applications will not be considered unless they include both a resume and a cover letter.

Accountabilities

Membership & Data Management

Use the Hubspot membership system (or similar CRM) to ensure accurate membership record keeping, data management, and timely updates.

Generate member lists, reports, and mail merges for internal and external use.

Follow up on returned mail, bounced emails, and lapsed memberships.

Track and reconcile membership payments; liaise with the finance team on any discrepancies.

Assist in ensuring compliance with membership rules, policies, and payment timelines.

Member Service & Engagement

Provide friendly, informed responses to enquiries from members, stakeholders, and the general public.

Coordinate regular mailouts to members, including newsletters, updates, and notices.

Help maintain communication templates.

Administration & Operations

Provide day-to-day administrative support, as required.

Assist in scheduling internal meetings and maintaining calendars or contact lists as needed.

Support event administration, including RSVPs, registrations, name tags, catering, and materials.

Keep shared digital files well organised and accessible.

Assist with bookings or recordkeeping for programs, services, and resources.

Systems Improvement

Support the delivery of a membership development project aimed at strengthening services, improving CRM functionality, and enhancing the membership experience.

Contribute ideas, feedback, and testing to inform system upgrades and process improvements.

Help document new procedures, workflows, and improvements to guide future practice.

What You’ll Bring to the Role

At least two years’ previous experience in an office administration or membership role.

Strong organisational and administrative skills, with excellent attention to detail.

Confidence using Microsoft Office (especially Outlook, Word, and Excel) and cloud-based systems.

Familiarity with CRM software, such as Hubspot (or a willingness to learn).

Experience with basic finance tasks, including invoice issuing and tracking, and payment reconciliation.

Ability to manage time effectively, meet deadlines, and work independently with minimal supervision.

A friendly and professional manner, with a problem-solving and can-do attitude.

Excellent communication skills, both written and verbal.

An interest in the not-for-profit or youth/community sector.

A strong commitment to teamwork, creative problem-solving, collaboration and bringing enthusiasm to every aspect of your work, as well as experience using real-time collaboration and project tools (e.g. SharePoint, Teams, Monday, etc) to manage shared work.

A current Working with Children Check clearance and National Police Check review.

Working at Youth Action

Youth Action is the peak organisation representing young people and the services that support them in NSW. We have represented young people and the Youth Sector for over 30 years and are supported by over 150 Member organisations.

We have a safe, progressive, and equitable culture. We encourage all to apply, including LGBTIQA+, First Nations people, people with disability, and those from diverse cultures, backgrounds, and experiences.

Working at Youth Action is a great opportunity to grow in your chosen profession, build new skills, and gain experience that will support your career long into the future. We’re committed to supporting your professional development and progression, and you’ll be part of a team that values learning, collaboration, and purpose-driven work. You'll also enjoy time-in-lieu for any occasional after-hours or weekend work, 4 weeks of annual leave, and additional end-of-year leave.

Contact

Please send any queries to our General Manager [email protected]