Organisational Context

The Asylum Seeker Resource Centre (ASRC) is the largest aid, health and advocacy organisation for asylum seekers in Australia. The ASRC provides a range of direct services to asylum seekers, as well as participating in law reform, campaigning and lobbying. Our clients are a diverse group made up of individuals, couples, families from across the globe and mostly from the Middle East, Africa and South East Asia.

Sustainability Pillar

The Asylum Seeker Resource Centre (ASRC) programs and services sit within four pillars: Aid, Empowerment, Justice and Community. These pillars are supported by a fifth pillar, Organisational Sustainability. The Sustainability Pillar is made up of five programs: Operations, Administration, Finance, Human Resources, and IT.

Operations and AdministrationPrograms

The Office Manager will oversee the Operations and Administrationprograms which are the key elements for ensuring that administratively the ASRC operates as smoothly and efficiently as possible. These programs are staffed by volunteers and are responsible for a wide range of operational areas including reception, facilities management and procurement.

Office Manager

The role of the Office Manager is diverse,varied and hands-on. As the key linchpin of the office you will not only look after the management and rostering of the volunteer teams staffing the two programs but you will also be activelyinvolved in the day to day running of the operational components of the business as described above. This also includes responsibility for the implementation and maintenance of organisational business systems and administrative processes.

Therefore this role requires a capable, organized and flexible/adaptable person who can not only handle multiple concurrent tasks efficiently, but someone who takes ownership, has a passion for high quality work, is resilient, has a sense of humour and strong attention to detail.

The Office Manager is required to merge the two programs Operations and Administration into one integrated Office Management program.

To be successful in this role you will need to be:

  • An expert people manager
  • An excellent time manager and be able to manage competing priorities
  • Able to adapt, problem solve and follow through on tasks
  • Detail focused
  • Experienced in developing and implementing business systems and processes
  • Able to work both alone and within a team
  • Able to engage with staff and key stakeholders in a professional and confident manner
  • A strong communicator
  • Friendly, proactive and enthusiastic

Key Responsibilities

The key responsibilities for the role are split across 3 main areas:

Administration

  • Ensure reception runs smoothly and consistently
  • Develop a comprehensive knowledge of all ASRC programs
  • Update and maintain the front desk information folder
  • Maintain telephone system and instructions
  • Oversee and reconcile Cash register/EFTPOS purchases
  • Key security
  • Initial contact for the Duress Alarm
  • Oversee Mailand Admin Email management
  • Develop and implement systems and processes
  • Create and maintain forms and templates
  • General administrative duties as required

Operations

  • Manage the smooth day to day running of the business operations
  • Oversee procurement and purchasing for the organisation
  • Facilities management and office equipment maintenance: managing any issues relating to premises / office (such as security, furniture, equipment, telephones, printers, kitchen, building maintenance or repairs)
  • Maintain fleet of vehicles (insurance, servicing, driver log book system etc)
  • Liaise with external suppliers and be the contact person for negotiating supply contracts and insurance policies
  • Records management and filing of contracts, leases, agreements etc including electronic copies
  • Develop and implement systems and processes
  • Provide ongoing planning, coordination, monitoring and evaluation of the practice operations, and implement improvements/changes when necessary
  • Respond to OHS issues and identified hazards and be a representative on the OH&S Committee
  • Prepare annual operations budget and monitoring expenditure

Volunteer management

  • Recruit and train new volunteers for Admin and Operations programs
  • Rostering and ongoing management of volunteers

Accountability

The Office Manageris accountable to the Sustainability Pillar Director for the fulfillment of requirements outlined in this job description. As is the case with all staff (paid and unpaid), ultimate accountability is to the CEO and ASRC Board.

Hours of work

This is a 5 days per week position (1.0EFT).

Location

This role will be located in our new office in Footscray.

Salary & Conditions

This position is a full-time position at Level 6 under the SCHCADS Award. It will be an initial 12-month contract with the view to ongoing (subject to satisfactory work performance). The salary for the position is $58,750 p.aof which, up to $16,050 per annum can be salary packaged, plus employer’s superannuation contribution and annual leave loading. Employment entitlements and benefits include:

  • 1 RDO every month
  • 4 weeks annual leave (pro-rata) with 17.5% leave loading per annum
  • Approximately 2 weeks additional bonus leave (given at Christmas time on fixed dates)
  • 22days personal/carers leave per annum
  • 10days compassionate leave per annum
  • Additional Meals and Entertainment Salary Packaging
  • Secure car or bike parking

Key Selection Criteria

Essential:

  • Demonstrated volunteer/staff management experience
  • Experience in managing office and operations
  • Excellent computer skills
  • Negotiation and communication skills
  • Knowledge of procurement concepts
  • Budget development and management skills
  • Experience in developing and implementing business systems and processes

Desirable:

  • Ability to remain calm under pressure

Application Procedure

All applications must address the Key Selection Criteria, include a CV andthree professional referees. Only applications addressing the key selection criteria will be considered.

Applications close 5pm 17th March 2014 Please email applications to:

Email:

Please refer to the Asylum Seeker Resource Centre website ( for further organisational information. For enquiries regarding this position, contact, (03) 9326 6066,