Secretariat and Administrative Support Officer

3 weeks ago

Canberra, Australia Volunteering Australia Full time

About the role

Working in a small team of three, the Secretariat and Administrative Support Officer is responsible for providing efficient and effective organisational support services to the Volunteering Australia team. This includes, but is not limited to:

- Providing secretariat support for multiple projects including drafting agendas; drafting minutes; the collation and circulation of relevant papers.; and ensuring accurate record keeping.
- Monitoring and responding to incoming communications, as well as conducting general admin duties such as travel bookings, filing, printing, or photocopying, data entry and various ad hoc duties.
- Ongoing management and maintenance of external stakeholder databases to ensure they are up to date, accurate and accessible.
- Investigation and recommendation of a Customer Relationship Manager (CRM) software to improve the way VA manages and maintains its external stakeholder databases.
- Undertaking preparatory work for the next National Volunteering Conference (2025), for example investigating venues and suppliers.
- Conducting large mailouts as required.
- Ensuring the Canberra office is stocked with supplies (milk, tea, coffee, stationary etc).
- Assisting with the ongoing improvement of organisational efficiencies and processes including the maintenance of filing systems, databases, and drafting administrative procedures to ensure business continuity.
- Hours of work:_ Full-time, 38 hours per week, or Part-time (negotiable)
- Classification and Annual Salary:_ Social and Community Service Employee Level 3.2 ($37.03 per hour + super)
- Contract Duration:_ Fixed-term contract until 30 June 2024 (with the possibility of extension dependent on funding)

Essential Skills and Experience

We are looking for someone with a can-do attitude who is willing to jump in and help the VA team to achieve its strategic goals. In particular, we are looking for someone with:

- Demonstrated expertise in the provision of effective secretariat services.
- Excellent written and verbal communication skills.
- Strong computer skills including MS Office Suite (Word and Excel) and Adobe Acrobat Pro DC.
- A demonstrated ability to stay organised and manage multiple competing priorities.
- Strong attention to detail.
- Excellent interpersonal and stakeholder engagement skills.
- A demonstrated ability to document procedures and identify opportunities for efficiencies and improvement.
- Previous experience with CRM software is highly desirable.

Position Description : FINAL Secretariat and Administrative Support Officer - March 2023

Applications should include:

- a brief cover letter addressing all the Essential Skills and Experience (selection criteria);
- a copy of your resume; and
- the names and contact details of two work related referees.

PBA3

Profession: #Administration_and_Office_Support

Sector: #Community_Development

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