Position Title Administration Officer
Location Churchill Neighbourhood Centre
Classification: Neighbourhood Houses and Learning Centres Workplace Agreement 2016, Schedule 3A, Level 3.1 ($22.49 per hour). Superannuation will be paid according to the Agreement.
Contract: 12 months, part time
Hours: 12 hours to be worked over two week days. Days & times: Mondays and Wednesdays.
CNC Vision A vibrant, active and connected community.
CNC Mission To foster a supportive environment where people are encouraged to actively develop their community and to realise their potential.
CNC is a Neighbourhood House established in 1981.
CNC receives recurrent Neighbourhood House Coordination Program (NHCP) funding from the Department of Health and Human Services (DHHS). This funding enables the employment of a Neighbourhood House Coordinator to perform community development work and manage the daily operations on behalf of CNC’s Board of Governance (the Board). CNC also receives funding from the Adult, Community and Further Education (ACFE) Board for the provision of adult community learning programs.
POSITION PURPOSE AND FUNCTION
This Administration Officer position will help to ensure that the administration, reception, programs and general procedures are administered competently according to the strategic plan, policies & procedures of CNC. This includes:
· being the approachable first point of contact for community members, participants, students, volunteers and paid staff
· helping with administrative activities to maintain the smooth running of the centre
· supporting staff and students with technical and teaching resources
· maintaining marketing profile for all activities and events through social media, local newspapers, TV and networks
Some key responsibilities and duties are annual or occasional tasks. Some tasks can be delegated to volunteers.
Reports to: CNC Manager Supervises: Not applicable
KEY RESPONSIBILITIES AND DUTIES
Initiate and maintain the office and public areas in a neat and tidy state. Monitor and refresh supplies.
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 emails and off the street ‘walk ins’ in a timely manner
Provide program information, take bookings for classes and accept enrolments
C. Program Administration
Maintain the CNC database for all staff, student & participant records
In conjunction with the Manager ensure all data entry is up to date for regular reporting relating to CNC Funding & Service Agreements
Prepare student certificates of participation
Assist with preparation of forms and templates for internal use
Assist with the preparation and display of program information each term
Assist staff and volunteers with general computer queries and equipment set up
Assist staff with their administration requirements. Keep worksheets stocked in student open access area Respond in a timely manner to tutor requests for preparation and printing resources
D. Financial Administration
Maintain and administer petty cash system in conjunction with the Manager and Bookkeeper
Collect and record student fees and charges
Prepare banking deposits and deposit at bank
E. Centre environment and equipment
Oversee set up of equipment, furniture, and tidying arrangements of all classrooms and kitchen
Develop and 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 Manager and Bookkeeper
Assist in maintaining the accession register for recording all newly acquired teaching resource materials
Maintain all required OH&S systems in conjunction with the Manager and relevant staff
Ensure the computer training room is functional
With the support of ICT support contractors and relevant staff assist with ICT maintenance and troubleshooting for centre computers
F. Marketing & Communications
Work with Manager to publish and distribute of the CNC brochure, annual report and other marketing materials as directed
Maintain and update the content of the CNC website
Maintain and update the marketing distribution lists
Assist with the development and maintenance of filing systems, including archiving of written and computer based information
Assist with creating operational procedures manuals
Attend staff meetings and professional development/training opportunities as required
Assist with CNC events
In conjunction with Manager, induct and support office volunteers
Other duties as specified or required
KEY SELECTION CRITERIA
Demonstrated ability to be patient and professional in a busy office environment
Excellent written and verbal communication skills
An understanding of and commitment to working co-operatively within the philosophy of the Neighbourhood House & Learning Centre Sector and to the CNC vision and mission
Demonstrated ability to work with a wide variety of people and, in particular, people who are experiencing disadvantage relating to economic, educational or language difficulties and/or physical, intellectual or psychiatric disability
Demonstrated ability to facilitate and contribute to a team environment as well as work independently
Specialist Skills and Knowledge
6. Post-Secondary Qualifications in Business Administration, Community Services or equivalent discipline will be an advantage, or equivalent experience
7. Ability to operate, maintain and develop administrative systems and procedures
8. Basic skills for ICT hardware management and troubleshooting
9. Excellent computer skills using Microsoft Office Suite (Word, Excel, Publisher, Outlook & Internet)
10. Well-developed problem solving skills, and an ability to manage multiple tasks within tight time frames while maintaining attention to detail.
Preferred but not essential:
· Driver’s Licence and access to a car
CONDITIONS OF EMPLOYMENT
Period of Appointment
The position is a 12 month contract, this includes a three month probationary period. The position may be extended at the end of the contract with the possibility of ongoing employment depending on funding arrangements and successful annual staff appraisals.
All staff are expected to abide by the CNC policies and procedures.
Appointment to the position will require the successful applicant to agree to a Police check. Please note that a conviction does not necessarily exclude the applicant. CNC will pay for the check.
CNC is closed for two weeks at end of December early Jan and all staff must take leave at this time.
Please email your résumé, including the contact details of at least two professional referees, a covering letter, and a document clearly addressing the key selection criteria to: Abigail Brown, Manager, Churchill Neighbourhood Centre. firstname.lastname@example.org
Application deadline: Friday 6 July 2018