Job Description – Office Administration Coordinator

Title: ADI Office Coordinator (Part-Time) 6-month position (with possibility to extend), 15 hours per week

Mission: Australian Doctors International (ADI) is a not-for-profit, non-government development aid organisation with no religious or political affiliations. Believing that everyone has the right to health care, ADI provides access to this in rural and remote areas of PNG.

Scope: We work as a small, responsive team of self-motivated staff in a dynamic office environment with strong collegial support. The Office Coordinator is responsible for the overall management and smooth running of the ADI office in Sydney.

Reports to: CEO

Responsibilities / Key Duties
Reception / ·  Welcoming guests, answering phones, responding to email enquiries.
Administrative support / ·  Variety of general office support for Board, Committees and staff
·  Booking meetings and minute taking
·  Event planning and support
·  Procure necessary equipment and supplies for volunteers deployed oversees under the direction of the Programs Manager
·  Administrative support for CEO as required
Travel Bookings / ·  Maintain traveller profiles for staff and volunteers
·  Manage travel requests
·  Book international flights and accommodation for both staff and volunteers
Office organisation / ·  Maintain office facilities / equipment including immediate problem solving
·  Coordinate hot desking and staff roster
·  Order stationery and office supplies for both Sydney and overseas offices
·  Post Office box mail collection and mail delivery / booking couriers
·  Manage calendar sharing system to facilitate communication throughout the organisation
·  Manage hard copy and electronic filing systems, including personnel files
Office Housekeeping / ·  General office housekeeping duties including kitchen and office tidying
·  Recycling and waste management
Selection Criteria
Relevant experience: / ·  At least two years’ experience in administration and office management and/or reception
Specific criteria: / ·  Good communication skills
·  Proficiency in Microsoft Office suite is essential
·  Basic skills in Adobe InDesign, WordPress is desirable
·  Highly organized with attention to detail
·  Flexibility and problem solving
·  Team player
·  Independently motivated
·  Self-efficacy and problem-solving initiative
·  Responsible and reliable
General criteria: / ·  Ability to meet work goals and competing priorities
·  A genuine interest in working in the Nor-for profit sector

Office Coordinator must demonstrate a high level of commitment to ADI (ACFID) Values

·  INTEGRITY We act with honesty and are guided by ethical and moral principles in all that we do

·  ACCOUNTABILITY We take responsibility for our actions and are accountable to all our stakeholders, and in particular primary stakeholders, for our performance and integrity

·  TRANSPARENCY We openly share information about our organisation and our work to all stakeholders and to the public

·  RESPECT We recognise the value and diversity of every person and are committed to treating others with due regard for their rights, dignity and integrity

·  EFFECTIVENESS We strive to deliver outcomes that bring about positive change in the lives of people living in poverty

·  EQUITY We are committed to overcoming prejudices and disadvantage and promoting fair and just access to resources and opportunities

·  OPERATION We work with and alongside others in a spirit of mutuality, respecting diversity and difference in the pursuit of common goals