St Lucy’s School Community Relations Administrator

Your new place of employment- our school

St Lucy’s School, based in Wahroonga is a Catholic primary school in the Dominican tradition, for students of all faiths, with intellectual disabilities of a severity that preclude them being taught in mainstream school classes. Over 70% of our students are on the autism spectrum, 95% of our students have communication difficulties and many have multiple disabilities with complex medical needs. We provide excellence in education that empowers students with the values, knowledge, attitudes and skills to flourish and participate fully in society.At St Lucy’s, we view each child individually in order to unlock their unique potential and to encourage them to become independent. We provide a holistic education, offering outstanding academic programs taught by special educators with the support of our dedicated Therapy Team. St Lucy’s is a vibrant, joyful environment where each child is treasured and lives are transformed as our students strive to reach their full potential. St Lucy’s is proud to be recognised as a unique and wonderful learning environment where anything is possible and miracles do happen.

Your new Role

St Lucy’s has a warm, welcoming, community focus. The Community Relations Administrator will be part of the passionate and motivated Community and Development Office team at St Lucy’s. You will enthusiastically assist with all Development Office activities including fundraising and friendraising activities, database management, bequest and alumni programs. You will be responsible for managing, recruiting and training the team of classroom, community and corporate volunteers and community service students at St Lucy’s. The role is varied and will require you to prioritise tasks on a daily basis and to manage the quality of your work. A sense of humour, can do attitude and a joyful demeanour are pre requisites for this busy role as a philanthropic ambassador for St Lucy’s.

What you will get in return

This is a rare opportunity to take your career in advancement and development into both the independent school and charitable sector. St Lucy’s is well respected, has a culture of philanthropy and is a joyful working environment.

Please send a complete CV and the names of two referees with an accompanying letter to the address below by Tuesday 12 April 2016.

Diana Morison

Community and Development Manager

St Lucy’s School

21 Cleveland Street

Wahroonga NSW 2076

Email:

The Employer reserves the right to vary this position description in response to its changing needs.

POSITION DESCRIPTION

Position Title:Community RelationsAdministrator

Reports to:Community and Development Manager

Location:21 Cleveland Street, Wahroonga, NSW, 2076

Enterprise Agreement:Support and Operational Staff (NSW Catholic Independent Schools) Multi -Enterprise Agreement [2015-2016]

Classification: Level 5

Hours of Work: 37.5 hours per week. Term time only, plus 6 days

Occasional after hours work required

Position Objective

The Community Relations Administrator assists with all Development Office activities including fundraising and friendraising activities, database management, bequest and alumni program activities reporting to the Community and Development Manager. They are also responsible for managing, recruiting and trainingthe team of classroom, community and corporate volunteers and community service students at St Lucy’s.The role is varied and will require the applicant to prioritise their tasks on a daily basis and to manage the quality of their work.

Major accountabilities

Fundraising & Friendraising Event & Campaign Management

Support St Lucy’s Community and Development Manager and the Development Office team in the management of fundraising and friendraising events and campaigns in order to achieve Development office targets including:

  • Manage (or assist in the management of) any Development Office fundraising and friendraising events and projects as assigned by the Development Manager.This includes responsibility for venue preparation, catering, invitation/attendee lists, RSVP management, Trybooking management, event documentation/ evaluations to ensure quality service and event budgets and targets are met.
  • Liaise with parents and parent committees to support their fundraising initiatives and foster their commitment to fundraising for St Lucy’s.
  • Support the Annual Giving, Bequest, Week Without Words, EBay, Major Gift programmes and all other Development Office initiatives as required
  • Assist with Development Office related correspondence i.e. sponsorship letters, thank you letters.
  • Assist in the sourcing of prizes for fundraising activities
  • Contribute new ideas to enhance Development office activities.

Development Office Administration

Support and manage key activities of the St Lucy’s development office and team to assist the Development Office in achieving its goals and targets including:

  • Database Management
  • Maintain St Lucy’s Maze database of all donors, alumni, volunteers and the wider St Lucy’s community
  • Update contact details and contact donors to expand the contact details currently on the database
  • Follow up on bounce back emails and mail returned to St Lucy’s.
  • Produce reports, spreadsheets and address labels from Maze
  • Record all donations and other support for St Lucy’s.
  • Annual Giving and Christmas Fundraising Appeals
  • Assist with mail outs during the year including label runs, volunteer working bees, receipt processing, thank you letters and filing.
  • Reporting & Donations
  • Responsible for the processing and receipting of all monetary donations received via the Development Office.
  • Production of ‘Thank You’ letters under the direction of the Community and Development Manager
  • Update donor files on a regular basis.
  • Maintain a record of donations of goods in kind, and donations of prizes for events.
  • Maintain a stocktake of items donated via the Community engagement programme.
  • Develop and provide required reporting for Development Office activities especially donor reporting, budget reports, and progress reporting.
  • Bequest Program
  • Use the data base of donors to identify regular donors.
  • Contribute ideas and suggestions for extending awareness of the needs of St Lucy’s children and the importance of supporting continuation of the School’s work in future years and for future generations.
  • Development Office Support
  • Assist the Community and Development Manager in representing St Lucy’s at events which have the potential to educate donors about St Lucy’s and it’s philanthropic programs.
  • Produce minutes at Foundation Advisory Council meetings, Development Office meetings and other meetings as requested
  • Undertake associated after hour’s attendance at meetings and events that are an intrinsicpart of this role.
  • Provide general administrative support to the Development Office during the year and from time to time may be required to provide clerical support, administration and/or cover in other areas of the school as directed.

Volunteer Management- Community and Corporate

Manage the schools volunteer program to maximise efficiency, ensure continuity of volunteer service and volunteer’ssatisfaction including:

  • Recruitment of Volunteers
  • Liaise with the Community and Development Manager and key staff to determine the need for volunteers
  • Advertise for volunteers through appropriate outlets and build networks and relationships to facilitate this recruitment
  • Interview applicants and assign to appropriate areas
  • Ensure that Child Protection and Duty of Care requirements are met
  • Maintain an updated Volunteer Handbook to give to volunteers on recruitment.
  • Induction and Training of Volunteers and Community Service Students
  • Responsible for the induction of all volunteers and Community Service Students on Code of Conduct, Work Health and Safety, Privacy and Confidentiality and Emergency procedures.
  • Ensure that Volunteers, once recruited, are trained in an extended program including the Dominican ethos of the school, nature of different disabilities, behaviour management techniques, legislative environment and specific skills relevant to their placement.
  • Assist in the organisation and delivery of this program and work closely with those responsible to support the volunteers during training.
  • Monitoring of Volunteers & Community Service
  • In conjunction with the Community and Development Manager create processes for monitoring volunteer and community service students’ performance.
  • Ensure that any volunteers and community service student’squestions are dealt with and any concerns addressed, liaising with the Deputy Principal to clarify any matter with relevant staff.
  • Review with volunteers that their objectives in volunteering have been met and identify improvements that can be made to the volunteering program
  • Allocating volunteers & community service students
  • Responsible for allocating volunteers and community service students, to best meet the school’s requirements, including reoccurring and one-off events.
  • Liaise with staff to ensure that they provide appropriate notice when requesting volunteer support.
  • Responsibility for organising volunteer corporate event days and all associated tasks.
  • Welfare of volunteers & community service students
  • Maintain a positive attitude with volunteers and community service students and ensure that their experience is enjoyable and rewarding by:
  • introducing new volunteers and community service students to each other and to staff,
  • arranging stewardship for volunteers
  • Providing various forms of acknowledgement of volunteers and community service students.

Volunteer Communications and Reporting

  • Manage effective communications both within the school community and to volunteers about the Volunteer program.
  • Email the school newsletter weekly to Classroom volunteers, adding notes about anything significant happening at the school.
  • Email a Volunteer Newsletter each term to all volunteers inliaison with the Community and Development Manager.
  • Provide regular reports on Volunteer planned events, resources and value provided etc.
  • Compliance and Risk Management
  • Ensure risk assessments are completed for all tasks undertaken by volunteers and community service students and that all relevant Work, Health & Safety and other legislative requirements are met to ensure a safe workplace for staff, students, volunteers, community service students and visitors.
  • Volunteer Database
  • Manage and maintain an effective data base of all volunteers which includes personal details, qualifications, experience, training provided, relationship to St Lucy’s,volunteer expectation and history of placements.
  • Merge this database with the MAZE database to consolidate information.

General

  • To be aware of, and support, the Catholic, Dominican ethos of St Lucy's.
  • To participate in specific staff in-service and functions.
  • To be aware of, and adhere to, established school policies & practices.
  • To comply with school practices pertaining to confidentiality, safety and

Health.

  • Correspondence, general typing and other clerical support as needed by the Development Manager.
  • Develop procedures for the smooth and effective operation for the allocated areas for this position.
  • Liaise regularly with the members of the School Leadership team and others in regard to support needs in the areas of responsibility for this role.
  • Ensure that appropriate security is applied to information and the communication of sensitive issues within the Development Office.
  • Value the contributions of others and work effectively as a member of a high performance work team.
  • Keep abreast of and knowledgeable about developments in the areas of responsibility for this role.
  • Provide a welcoming atmosphere to those who visit or contact the School and the Development Office.
  • To undertake other duties as required by the Development Manager from time to time.

Working Relationships:

  • Community and Development Manager
  • Development Office team
  • Foundation Advisory Council (FAC)
  • Business Office
  • School Community and Support Groups
  • P&F
  • Corporate and Community Volunteers
  • School Leadership

Skills, Knowledge and Attributes:

  • Minimum of 5 years’ experience in a Development Office, administration, events management or similar role, ideally within a school environment.
  • Is required to have undertaken and completed post secondary training provided by an accredited training provider relevant to this role, or engaged in extensive equivalent in-service training, or has significant substantial technical and procedural knowledge equivalent to the required post secondary training.
  • Advanced Excel and Database Management and Report Writing Skills, ideally MAZE
  • Understanding of and experience with financial and information management principles.
  • Strong technical skills, with ability to operate and use effectively a wide range of office equipment and technology and provide assistance and training to others in these. Expertise and potential in the manipulation and use of a variety of Software packages such as Microsoft Word, Trybooking, Outlook Express and PowerPoint
  • Outstanding Communications and relationship management skills,including an ability to conduct interviews; provide oral presentations to groups/meetings; prepare effective letters and short reports; and with an excellent telephone manner
  • Strong Interpersonal skills with an ability to deal with complex internal and external requirements and priorities. Comfortable with working with a wide range of people from across the school community to understand and align goals and requirements.
  • Sense of humour
  • Demonstrated initiative and flexibility in work practices, strong attention to detail and the ability to work without supervision and to meet deadlines.
  • Proven ability in setting priorities, planning and organising your own workload and proactively identifying and solving problems related to your area.
  • Ability to Supervise and co-ordinate groups of people (eg. volunteers, Events committees etc.) to deliver required outcomes.
  • Ability towork, when necessary, after hours to attend meetings and other events as required by this role.
  • Drivers licence and willingness to use own transport if required.