Position Title: / Administration Coordinator
Location: / Cystic Fibrosis Community Care, 80 Dodds St, Southbank VIC 3006
Time Fraction: / 0.5 EFT (20 hours spread over four days)
Duration: / Permanent position
Report to: / Manager - Operations and Special Projects
Direct reports: / Administration volunteers
Salary: / Base salary plus super and access to full FBT salary packaging as an employee of a registered charity. Other employment conditions and entitlements are as described in the Social, Community, Home Care and Disability Services Industry Award 2010 ('modern award').
2. Cystic Fibrosis Community Care:
Cystic Fibrosis Community Care is a community organisation working across Victoria and NSW which supports people with Cystic Fibrosis (CF), their families and carers. The mission of CFCC is to increase the well-being and quality of life of people living with CF, and promote broader awareness of CF and how it affects the community. It does this through the provision of advocacy, support and information services, public awareness programs and fundraising.
Central to our work are our values and a commitment to:
Respect and Inclusion Integrity Pursuing excellence
Valuing staff and volunteers Working in partnership
3. Primary Purpose and Scope of Position / Role Statement:
The role’s primary purpose is;
· To organise and coordinate CFCC’s administration activities to ensure effective and efficient running of the office. The role also includes office reception duties such as taking phone calls, answering simple enquiries, managing mail into and out of the organisation, assisting with basic IT issues and managing petty cash.
· To assist the CEO in an administrative capacity and general admin.
4. Key Responsibilities and Duties:
· Administrative Support
o Act as the primary ‘public face of CFCC main office’ receiving visitors and answering telephone calls
o Handle all logistical and clerical matters including (but not limited to); Deliveries, collections, banking, petty cash, post, shopping, photocopying and invoicing
o Coordinate and supervise overall administrative activities for CFCC
o Processing all programs and services orders for equipment and accommodation bookings
o Maintain supplies of stationery and equipment
o Taking and fulfilling orders for merchandise
o Provide arrangements and assistance (minute taking, arranging catering etc.) for office meetings
o Manage a key group of administration volunteers to assist with phones, orders etc.
o Other administrative assistance and support to CFCC staff as required
· Relationship management
o Establish and build solid working relationship with key community and corporate stakeholders and supporters
o Communicate effectively with volunteers ensuring strong relationships are developed
· Active member of the CFCC team
o Provide assistance with fundraising, program activity or service delivery
o Behave in accordance with CFCC values, policies, guidelines and procedures and all legislation applicable to the role (including, but not limited to, privacy, confidentiality, OHS, discrimination, bullying and harassment etc.)
o Actively develop and promote the desired culture of CFCC by ensuring all interactions, documentation and communications are conducted in an appropriate manner
o Take reasonable care of your own health and safety and the health and safety of others, identify hazards and risks and take corrective action as required
o Participate in meetings, training, education and other CFCC activities as required
Other duties that are consistent with the scope of the position.
5. Authority and Accountability:
Decision Making Authority: / Works under general direction guided by established organisational policies and procedures. This position reports to the Manager - Operations and Special Projects.
Direct Budget Responsibility: / Nil
6. Key Working Relationships:
Internal: / All CFCC staff and volunteers
External: / CF Australia, CF state and territory organisations, Third party providers (IT, Banking, Insurance, Building and equipment maintenance contractors, office supplies and printers
7. Requirements of the Position:
Skills, Knowledge and Experience: / Essential -
· Highly organised and reliable with the capacity to multi-task and manage competing tasks within time constraints
· Thorough knowledge of office administration requirements
· Highly developed administrative skills with a particular attention to detail
· Excellent communication, people and interpersonal skills
· Ability to work under pressure and solve problems
· An effective team player able to work collaboratively with a range of stakeholders
· Confidence to take initiative where required
· IT literacy in main set of Microsoft programmes and a willingness to learn Salesforce
Desirable -
· Experience working in the community sector
This job requires some flexible working at weekends and evenings.
CFCC reserves the right to change your duties and position title in accordance with the needs of the organisation and by consultation.
Qualifications and Training: / Essential -
§ Full clean driving licence
Highly regarded
§ Past experience in an administrative role
§ Most importantly enthusiasm and passion for the role
For a copy of the full position description, visit the CFCC website ‘Work at CFCC’ tab www.cysticfibrosis.org.au/vic/working.
To apply for the position, please email a cover letter, your current resume, and a one page document highlighting your skills, knowledge and experience relevant to the position to
Applications close: 5pm on Monday 20 November 2017.