Office Manager

5 months ago

Stafford, Australia YMCA Brisbane Full time

The Y Queensland’s childcare services has been at the heart of Australian communities for more than 40 years, with our first early learning service opening in Brisbane in 1977 after we identified the need for childcare that focused on helping children grow in body, mind and spirit.

One of the many services that we are very proud to provide for the community is our Outside School Hours Care Service with more than 55 services across Queensland.

**YMCA Outside School Hours Care** (OSHC) provides fun, stimulating and safe care for primary and secondary school children before and after school. At OSHC, children have the opportunity to participate in cooking, sport, music, art, dance and so much more.

We are now Seeking an **Office Manager** on **a maternity leave contract (38 hours per week) for 6 months** at our Outside School Hours Care Head Office located in **Stafford.**

**About the Role**:
As the successor for this role, you will work closely with the OSHC Management team to provide accurate, effective and timely administration services to our operations team including OSHC and Children’s Services.

You will also lead a team of administration staff, maintaining compliance in accordance to relevant legislations and industry standards.

**Your responsibilities include, but not limited to**:

- Provide direction and delegation to the administration staff regularly
- Set direction in the preparation and maintenance of effective filing system both electronic files and paper files.
- Provide support to Coordinators in the effective management of their services as it relates to the administration functions
- Whether directly or through delegation, maintain currency and dissemination of information to OSHC and Children’s Services in relation to policies, work instructions and other supporting documents as requested by OSHC/Children’s Services Management
- Working in collaborative with the OSHC Manager support the development and administration of the budget as it relates to the administration costs and resource needs of the OSHC Head Office
- Oversee the accuracy of the Child Care Management System is maintained at all times, (QikKids Enterprise and StoryPark Manage) maintaining a thorough working knowledge of the programs.
- Oversee processes are in place to ensure all families have accurate and compliant Booking and Enrolment Arrangements in place including Compliant Written Agreement and Enrolment to be eligible to claim Government subsidized care.
- Oversee the lodgment of weekly attendances of children in care to the Department of Employments, Skills and Employment (DESE) on the first day of the working week as a priority. Monitor errors found have been investigated and resolved.
- Monitor debtor summary reports, providing support when needed to address any outstanding accounts with families of a more complex nature
- Oversee the completion of the end of month financial reports and reconciliation, ensure it is submitted in a timely manner
- Monitor processes for service orders for equipment, programming supplies, first aid, stationary, and cleaning requirements including preferred suppliers

**To be considered for the Office Manager position, you must have the following**:

- Sound experience in a managerial or supervisory role in the administration field in a medium to large organisation
- A relevant qualification in Business at a Certificate level;
- Ability to perform a range of administrative duties, which include data and word processing, filing, photocopying and reception with the ability to prioritise work and meet set deadlines
- Excellent oral and written communication skills
- Ability to maintain confidentiality
- The ability to organize, multitask and prioritize own work and monitor the work of others
- Ability to self-motivate, motivate others and work autonomously
- Ability to develop a positive team culture
- Initiative and be solutions focused with good time management skills
- An understanding of the importance of compliance with policy and legislation
- A high level of communication skills enabling liaison across all levels of the organisation

Experience in children’s services will be advantageous but not essential.

**What we can offer**

A competitive remuneration package including a mobile phone, laptop is on offer to the successful applicant, based on experience and qualifications.

The YMCA also offers a wide range of YMCA benefits and discounts on several YMCA services including a free gym membership, discounted hotel accommodation and childcare discounts. This will be coupled with professional support from a management team with experience in the field.

To apply, please submit your cover letter and resume (including details of 3 referees), detailing how your experience meets the selection criteria for the position.

**Our Commitment**

The YMCA is an equal opportunity employer and is committed to safeguarding children and young people

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