Administration Coordinator

Transcription

1 Administration Coordinator Position Description Employer: Robinson Reserve Neighbourhood House Incorporated (RRNH) Location: 104a Reynard St Coburg 3058 Classification: Neighbourhood Houses and Adult Community Education Centres Agreement 2016, Schedule 3A Level 4.1: $24.26 per hour. Role structure: Employment is permanent part time for 30 hours per week, 48 weeks per year and 4 weeks annual leave with a 3 month probationary period. Annual leave is taken in mid December to mid January when the House is closed for 4 weeks. Superannuation will be paid according to the Agreement. Commencement date is 23 January with casual training hours in November and December prior to the organisation closing for the year. Collective Agreement and Conditions of Employment: RRNH is a signatory to the Neighbourhood Houses and Adult Community Education Centres Agreement Organisation Overview Robinson Reserve Neighbourhood House (RRNH) was established in The organisation operates autonomously as an Incorporated Non-profit Association and is governed by a Committee of Management (CoM). RRNH is a respectful, inclusive and welcoming local hub space empowering growth, sharing, learning, fun and togetherness. In partnership with other organisations, RRNH creates local opportunities and encourage initiatives which enhance resilience, connectedness and well-being for people in the local and wider community. RRNH provides a wide range of services both at the neighbourhood house and, at times, elsewhere in the neighbourhood. These include (but are not limited to) programs or projects in: adult community education, health and wellbeing (e.g. Pilates), participation through volunteering, social inclusion, job readiness, support for pre-school children and their families (especially through community and agency playgroups), music and song, community art, foreign languages, local sustainability, community resilience and skill sharing, self-help, advocacy and social activity to reduce isolation. During peak times the House can see up to 300 users walk through the centre per week. RRNH receives core operational funding from Moreland City Council and the Department of Health and Human Services (DHHS) under the Neighbourhood House Coordination Program. RRNH is also a Learn Local provider under the Adult, Community and Further Education (ACFE) program with Department of Education and Training. Some programs operate as user pay and do not receive any

2 government funding. The House is also member of Neighbourhood Houses Victoria (NHVIC) and the North-west Neighbourhood Houses Network Inc. (NWNHN). Context for this Position The role requires someone with a warm and friendly personality as the position is a front of house welcoming and client - service role, whilst simultaneously being the central focal point for a range of daily administration systems and activities. The Administration Coordinator ensures that the administration, reception, programs and general procedures are administered competently according to the strategic plan, policies and procedures of RRNH. In addition, the role includes the coordination of our community lunches and overseeing the coffee cart operations. The role is suited to someone who can balance administrative efficiency with a strong understanding of the importance of managing all day to day relationships within a context of community development work. Organisational Relationships Reports to: House Manager Key Responsibilities 1. Reception Welcome students, staff, participants and visitors to the office in a professional manner, and provide resources and information as appropriate. Respond to all enquiries: incoming telephone calls, general and off the street walk ins in a timely manner. Provide program information, take bookings for classes and accept enrolments. 2. Program and Office Administration Coordinate the delivery of all internal House programs: manage student enrolments and wait lists, liaise closely with tutors, make decisions on program viability, create and coordinate timetables. Assume primary responsibility for all ACFE accountability requirements ensure instructing tutors maintain attendance records, work samples, learner plans and course evaluations; develop and maintain systems and follow up with tutors regularly Track student contact hours against ACFE delivery plan. Maintain and update data entry in Vettrak and upload reporting data to the state system Maintain RRNH databases for staff, student and participant records.

3 Assist with the development and maintenance of administrative systems and procedures Ensure all data entry is up to date for regular reporting relating to RRNH funding & Service Agreements. Manage administration for RRNH Volunteer programs including scheduling interviews, maintaining a volunteer register, updating PD s and upload to portals and websites. Maintain and develop forms and templates for internal use. Assist staff and volunteers with general computer queries and equipment set up Assist staff with their administration requirements including preparation and printing resources. Coordinate the Open Table Community Lunches Coordinate the Coffee Cart operations, rostering, monitoring stock control and storage facilities. Coordinate the House hire booking system for both long term house users and casual weekend hire Monitor supplies and purchase stationery and other consumables 3. Marketing & Communication Manage RRNH s marketing strategy, including producing and updating regular publications, managing mailing lists, seeking out and regularly updating other online directories and advertising platforms, producing e-newsletters and distribution of promotional materials. Develop, update and display program information, each term. Create and update flyers, brochures and posters Manage the House website, including producing the bulk of all new content and carrying out regular updates (using WordPress) Manage the House s social media presence, most notably by acting as sole administrator for the House Facebook page 4. Financial Administration Maintain and administer petty cash systems in conjunction with the Bookkeeper. Collect and record student fees and charges. Record cash and EFTPOS transactions. Prepare banking deposits and deposit at bank. Use MYOB to issue invoices 5. Centre environment and equipment Oversee set up of equipment, furniture, and tidying arrangements of all classrooms and kitchen.

4 Maintain systematic storage of teaching equipment, stationery, shed stores, kitchen and cleaning supplies. Assist tutors with their class resources and ICT needs. Induct staff in use of photocopier and office procedures. Assist in maintaining the asset register, in conjunction with the House Manager. Maintain all required OH&S systems in conjunction with the House Manager and relevant staff. 6. General Attend staff meetings and professional development/training opportunities as required. Other duties as specified and negotiated. Key Selection Criteria 1. Highly developed computer skills with knowledge and experience in the use of Microsoft Office Suite. Experience in administration of websites (preferably using WordPress), and working with and understanding social networking sites and their upkeep. 2. Experience and skills in designing flyers, using Microsoft Publisher or other Adobe software. 3. Excellent communication skills, both written and verbal. 4. Highly developed organisational skills in setting and managing priorities and workloads in a busy office environment. 5. Demonstrated experience in welcoming and providing relevant services to diverse and wideranging participant groups including those from culturally and linguistically diverse backgrounds, those experiencing mental health issues, and those economically, socially or psychologically marginalised. 6. Demonstrated ability to work unsupervised, use initiative and induct, supervise and direct the work of junior staff and volunteers. 7. Hospitality and coffee making experience. 8. Experience in coordinating community lunches or an interest in cooking and nutrition 9. A working understanding of community development principles relevant to the business of a neighbourhood house. 10. Drivers licence required for monthly food pick up for Open Table program. Qualifications: 1. A relevant tertiary qualification in a business, education, community development or related field. 2. First aid certificate to be kept current.

5 Police Record Check All appointments are subject to a clear National Police Record Check. Working with Children Check All appointments are subject to a clear Working with Children Check. The appointee is required to provide details of the Working with Children Check to the Manager. Application process Please forward your application addressing the key selection criteria, along with a cover letter and an up to date copy of your CV, to Lucy Eames, coordinator@rrnh.org.au with the subject header RRNH Administration Coordinator. Application deadline: 5pm, Monday 6 th November 2017 Interviews are scheduled for Tuesday 15 th November 2017