Volunteer and Operations Coordinator

The Volunteer and Operations Coordinator supports the Board to ensure the smooth and efficient coordination of day to day operations, managing the volunteer workforce, monitoring compliance with operational polices and reporting key performance indicators for organisational performance.

The position is a pivotal point of contact between the Mums Supporting Families in Need Board and key stakeholders.

Title: Volunteer and Operations Coordinator

Award: Social, Community, Home Care and Disability Services Industry Award 2010

Work location: 2/7 Sir Laurence Drive, Seaford

Employment Type: Fixed term 12 months (20 hours per week) permanent part time. Potential for small increase to weekly hours for the right candidate.

Salary Range: $30.03 - $35.00 per hour range (negotiable, commensurate with experience)

Position Reports to: Strategy and Fundraising Manager

Further information: Email [email protected]

Closing Date: 22 September, 2025, by close of business.

Organisational environment

Founded in 2012, Mums Supporting Families in Need started with a big heart and a simple idea. The idea that as a community, we can ensure that no family is living without their basic daily needs being met. Based in the City of Frankston, Mums Supporting Families in Need is a volunteer run charity helping families all over Victoria by providing baby goods, food, clothing, and daily living essentials through our partnerships with over 65 community support organisations.

Our vision is to provide good quality recycled and new goods to families in need, to ensure every child has access to their basic daily needs. We aspire to be a charity organisation where everyone is committed to achieving our vision and demonstrates our values in all that they do.

Our Values

Community

· Core to our existence is our community; who via need for our support, or generosity of donations propels our organisation.

Care

· Our service of meeting material aid needs of in crisis families, as well as organisational culture ensures care towards all stakeholders.

Respect

· We provide a non-judgemental service, ensuring preservation of dignity and respect by providing high quality items anonymously to families in need.

Purpose and objectives

The purpose of the Volunteer and Operations Coordinator is to support the Strategy and Fundraising Manager and Board to ensure the smooth and efficient management of the day to day operations.

Responsibilities and accountabilities of the position include but are not limited to;

Operational Responsibilities

· Workforce coordination including daily allocation of tasks, running morning ‘tool box’ meetings, rosters and work projection, recruitment and training new volunteers

· Lead point of contact with community service agencies, including coordination of orders and risks and issues as they arise

· Lead and manage volunteer workforce

· Conduct daily operations including stock collection, storage and monitoring, order picking, preparation, and dispatch

· Logistics coordination including, workflow, accuracy, timelines and efficiency

· Ensure safe work practices are adhered to.

Community Management

· Maintain relationships with agencies including approving new services and ensuring current services still qualify

· Liaise with community members when receiving donations and donation enquiries.

Administrative Operations

· Coordinate administrative procedures and systems and devise ways to streamline processes

· Monitor stock levels and re-order in accordance with relevant grants and associated administrative requirement

· Ensure the smooth and adequate flow of information within the company to facilitate other business operations

· Coordinate relevant schedules and deadlines

· Ensure operations adhere to policies and regulations

· Keep abreast with all organisational changes and business developments

· Other administrative tasks as required.

Operational Reporting

· Monitor and review operational KPIs to ensure Mums Supporting Families in Need strategic objectives are met

· Prepare accurate and timely reports for the Board on key performance and operation trends

· Create schedule of Key Performance Indicators (KPI) for all order processes and ensure these are met. In the case that they are not met, investigate and determine remedial actions

Accountability and Reporting

Reports to: Strategic and Fundraising Manager

Supervises: Volunteers

Relevant Experience

The candidate we are looking for will have:

· Demonstrated minimum of 3 years’ experience in a customer service focused role or similar relevant and transferrable experience

· Experience in Microsoft Office

· Proven initiative to drive success and solve problems

· Proven ability to prioritise, organise and manage daily operations

· Excellent written and verbal communication skills

· Previous supervisory experience

· A strong focus on work health and safety

· The ability to manage multiple deadlines and/or stakeholders

· Previous experience with managing volunteers or working in a volunteer capacity is highly desirable.

Conditions and Benefits

People who work for Mums Supporting Families in Need must comply with our Code of Conduct Policy and agree to work confidentially and according to our values of community, care and respect.

MSFIN operating hours are Monday, Tuesday, Thursday and Friday 10.00am – 3.00pm.

How and where to apply

If you think you are the right candidate for this exciting position, please send your application to [email protected]. Please ensure your application includes a current resume and addresses experience with roles and responsibilities as described above.