Job opportunity - Office and Program Administrator

Organisation

Warrandyte Neighbourhood House has proudly been served its community for over 30 years. We are a small not for profit community organisation run by a volunteer Board of Governance and a small number of part time staff.  We operate from a Community Development model of practice and our programs and services are developed in response to community need.  We offer a variety of programs that support the health and wellbeing of local residents including exercise classes, playgroups, social clubs, arts, pre-accredited training, food relief and other community development projects that respond to community need. 

 

Purpose of Position

The Office and Program Administrator is the initial face of Warrandyte Neighbourhood House, acting as the first point of call for all initial queries including face to face, phone and via email. Reporting to the Manager you will demonstrate effective customer service as you provide administration support across all projects, programs and services provided by the House. You will assist with coordinating both the reception area and administration tasks with a focus on continued engagement with the community including ensuring that information is up to date and with a focus on continuous improvement to match the changing needs within the community.
 

This role is suited to someone with a warm and friendly personality, able to multitask in a busy work environment and who can balance administrative efficiency with a strong understanding of the importance of managing relationships with a diverse participant group including those from culturally and linguistically diverse backgrounds, those experiencing mental health issues, and those economically, socially or psychologically marginalized.

 

Reports to

The Manager, of Warrandyte Neighbourhood House.

 

Hours

This is a part time position (21 hours per week/ approx. 3 days).

This is an ongoing position.

 

Performance Management

Regular one on one meetings with the Manager.

Administrative

  • Operate reception; provide a welcoming and friendly environment

  • Develop and maintain a working knowledge of all WNH activities and programmes

  • Maintain enrolments

  • General office support including:

    •  maintenance and creation WNH templates, contact list, policies and training manuals

    • Maintain filing system

    • Prepare meeting minutes

    • Production of leaflets and fliers

  • Support workshops and special events

  • With the support of the manager, coordinate all member and community surveys and program evaluations within the house

  • Assist the Manager with the security of the premise including recording of keys, codes and equipment to ensure all resources are monitored and maintained within the House

  • Daily support to the Manager

  • Assist with the promotion of programs and services available at WNH activities

  • Perform other duties as required and broadly consistent with the role of Administration Officer

 

Maintain a healthy environment

  • Ensure building is clean & rooms are set up for classes and events

  • Liaison with Manningham Council as necessary for maintenance

  • Ensure Covid Safe protocols are followed by all staff, volunteers and participants

 

 

Programmes

With the direction, support and collaboration of the manager, oversee the delivery of ACFE pre-accredited programmes including;

  • Ensuring strong administration of all learning programmes that fully meet the requirements of funding bodies and support transparent reporting and acquittal

  • Engage, liaise regularly with and provide support to tutors to ensure courses are run by suitably qualified tutors, monitored, of a high standard, continually improve and that courses and tutors respond to clients’ needs

  • Paperwork for A-Frame throughout planning, delivery and review stages.

  • Moderation of programmes.

  • Student management including learner pathway identification

  • Ensuring that student files are set up according to ACFE guidelines and are maintained, up to date and compliant with contracts

  • Collect and maintain accurate data and statistics required for each course to ensure that this data is in line with the requirements set out by our funding bodies

  • Upload data to Skills Victoria and accurately complete all ACFE paperwork according to ACFE guidelines

  • Keep up to date on current ACFE policies and strategies and any changes to ACFE requirements

  • Attend ACFE meetings and professional development as required

  • Undertake research and make recommendations on the introduction of new programmes to the manager

  • Implement programmes which respond to the needs of the local community for pre-accredited programmes

  • Liaise with external parties, including government funding bodies, other providers, businesses, staff and students

 

Information Systems

  • Provide the first line of troubleshooting for IT matters

  • Facilitate 3rd party support as necessary to address IT issues

  • Maintain databases

  • Regular updating of WNH website, social media, and other online resource

 

Selection criteria

  1. Excellent communication skills, both written and verbal

  2. Demonstrated experience and skills in all aspects of office administration

  3. Highly developed organisational skills in setting and managing priorities and

workloads in a busy office environment

  1. Demonstrated ability to work unsupervised, use initiative and supervise volunteers in the front office

5. High levels of computer literacy:

  • Excellent working knowledge of Microsoft Office

  • Sound working knowledge of Vettrak (or experience in using a database and the ability to acquire the skills to use Vettrak in a timely manner)

  • Ability to use a range of social media and ability to keep up to date with changing technology

  • Ability to troubleshoot IT issues

  • Experience in updating webpages

 

Desired but not essential

  • Working knowledge of MYOB or basic accounts payable

  • Understanding of the ACFE Learn Local programme and funding stream

 

REMUNERATION AND CONDITIONS OF EMPLOYMENT

Salary and conditions: Neighbourhood Houses & Adult Community Education 2016 – PACCT award Level 5.  The hourly rate will be negotiated dependent on qualifications and experience.

 

ADDITIONAL REQUIREMENTS
Working with Children and Police checks are mandatory for all new appointments. All
staff are required to take responsibility for a safe and healthy work environment and have a commitment to equal opportunity and a workplace free from discrimination and harassment.

 

FURTHER INFORMATION AND HOW TO APPLY

A cover letter accompanied by a current Curriculum Vitae, and listing two referees,

should be sent to: manager@wnh.org.au using the subject line: Office and Program Administrator. Applications close on 31 March 2022. For further information, please contact Lana Bedford at manager@wnh.org.au or on 03 9844 1839.

 

Warrandyte Neighbourhood House promotes a workplace that actively seeks to include, welcome and value the unique contributions of all community members. We encourage people living with a disability, people from culturally diverse backgrounds and Indigenous Australians to apply for our positions.