Position Description
Position: / ADMINISTRATION COORDINATOR – PART-TIME (0.6FTE)
Position reports to: / Human Resources Manager
Location: / Prahran, Melbourne
Package Value:
PD sign off date: / 25 August 2017
ROLE PURPOSE:
Administrative Services comprises a range of Song Room (TSR) staff that support the organisation’s efficient and effective business functioning through the provision of Administration support to Programs, Digital Education, Digital Systems, Evaluation, Finance, Human Resources, Market Development , induction and facilities support as well as other support requirements as established by The Song Room’s CEO.
The ADMINISTRATION COORDINATORis an important member of the Operations team and is responsible for the coordination of administration systems, Digital Education, Digital systems and Human Resource support, and facilities.
As well as providing frontline reception duties, this position is also responsible for the administrative processes that support office staff such as stationery, mail, and suppliers and provides high level administrative and support to the Operations, Digital Education and other teams as required.
This role reports to the Human Resource Manager and works closely with the Programs Administration Coordinator (PAC) and the Executive Administration Coordinator (EAC).
Note: the broad allocation of time set out in this Position Description may vary based on the demand of program timing and scheduling.
Key Position Accountabilities (KPA) / % of total role / Major Standards – Key Activities and Tasks
  1. General Administration and Reception
/ 20% /
  1. In conjunction with the EAC and PAC, provide ‘Front of House’ reception services such as greeting and directing visitors, maintaining visitor schedules, answering telephones, taking messages from and redirecting telephone calls to staff
  2. Earnestly contribute to a welcoming, engaging and friendly workplace environment of TSR
  3. Provide Administration and Executive support to the Operations and Digital Education Team.
  4. Collection and distribution of mail, management of courier and post office services.
  5. Collation of office requirements and purchasing of stationery and other office supplies as required and within budget
  6. Manage general inquiry emails, incoming faxes and scans

  1. Operations and HR Support
/ 35% /
  1. In conjunction with the Executive Administration Coordinator Minute taking and distribution of Minutes at TSR staff meetings and other meetings as required
  2. Assist in HR Administration requirements such as effectively supporting the induction and exit process with staff, including regular updating of the staff induction manual and induction processes
  3. Support for TSR internal and external events, and functions as necessary
  4. Salesforce entry and support
  5. Assist with Finance and HR System administration support as required
  6. Undertake special projects such as:
  • Address update and document branding
  • Operations manual
  • Share Drive clean up
Project work will be undertaken with assistance from PAC, EAC and other managers as required
  1. Digital Information and Communication Technology (ICT)
/ 35% /
  1. Assist the Digital Systems Coordinator in a range of tasks, including:
  • Provide ARTS:LIVE and CMS (Content Management System) administration assistance and support
  • Provision of Information and Communication Technology support and systems advice to staff in Head Office and remote staff.
  • Assist with the maintenance of the Song Room’s fixed telephone system

  1. Facilities
/ 5% /
  1. Assist the Executive Assistant Coordinator (EAC) and the HR Manager in facilities including:
  • Facilities management, room usage and hire matters.
  • Management of office equipment and liaison with relevant maintenance providers
  • Liaison with office cleaning contractor
  • Maintenance of staff amenities such as water and other supplies

  1. Other duties
/ 5% /
  1. Other duties may be assigned based on the needs of the organisation and the employee’s available time

The Song Room
Vision / The Song Room vision is that all Australian children have the opportunity to participate in music and the arts to enhance their education, personal development and community involvement.
Mission / The Song Room mission is to provide children from disadvantaged backgrounds with high-quality, evidence-based music and arts programs that are tailored to their unique needs. We do this in partnership with schools, communities and online to create sustainable outcomes.
Values / Creativity, Diversity, Integrity, Empowerment and Collaboration.