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Regional Administrative Liaison

3 weeks ago

Newcastle, New South Wales, Australia Scouts NSW Full time

About Scouting NSW

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For over 100 years, Scouting NSW has empowered young people to push personal boundaries and develop their resilience, confidence, and leadership capabilities through outdoor adventure activities.

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The State Service Centre is the hub for our professional Employed Team, providing support to Volunteers who are driven by our shared sense of purpose. Our team manages safety, risk, and assets, embeds robust financial processes, enhances technological capability, enshrines youth protection, supports member experience and training, and champions our brand and communications.

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We aim to deliver sustainable growth into the future by getting more NSW youth actively participating in great program experiences supported by empowered Volunteer Leaders.

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Purpose of the Position

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The Regional Administrative Liaison is crucial in delivering primary office and administrative support for the Region/s and serves as the primary interface between the Region/s and the State Service Centre for administrative matters.

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This role also supports the relevant Region Commissioner/s and plays a vital role in developing the profile of Scouting in the community and building organisational support and membership within the Region/s. The position is a key facilitator of the growth and development of Scouting within the Region/s.

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The position will establish and foster effective communication channels between Region and State Service Centre to ensure the success of functions and activities as they relate to membership services, finance, property, people issues, public relations, and marketing.

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Key Responsibilities & Duties

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Membership & Growth

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  • Support Regions and volunteers with planning, delivery, measurement of leader and member growth and retention initiatives.">
  • Support and action requests of the Region Commissioner/s and Region Executive Team/s.">
  • Provide administrative support to Members of the Region Team/s as required.">
  • Refer matters or reportable incidents with uniformed Members as per Scouts NSW Policy.">
  • Provide first line communication to Members and the general public.">
  • Answer general questions and refer questions on policy or contentious matters to appropriate personnel.">
  • Cooperate with other levels of the Association outside the Region/s.">
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Administration

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  • Operate and maintain the online membership system at a Region level.">
  • Answer a wide range of queries, or direct requests to other people as required.">
  • Provide administration support to the Region Team/s.">
  • Provide administrative support for Adventurous Activities and a wide range of Region Events. Issue acceptances/rejections consult with volunteer Region personnel and third parties.">
  • Purchase all stationery and supplies required for the office and Region Team.">
  • Assist in the planning and organisation of the Region Annual Report Presentation (ARP).">
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Property

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  • Act as first point of contact on Region-based property issues.">
  • Advise as required on Group property issues.">
  • Refer necessary issues to Region Property Committee or Property Department at State Service Centre.">
  • Provide administrative support for all Region managed rental properties.">
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Awards Administration

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  • In conjunction with the Member Experience Team at State Service Centre, support Adult Recognition Awards processes.">
  • Distribute Leader Service Awards.">
  • Provide Groups with any Award reports as required.">
  • Prepare letters of congratulation to awardees for Region Commissioner/s.">
  • Prepare invitations to various presentations.">
  • Ensure all citations, medals, certificates etc. are in order.">
  • Assist with planning and organisation of the Region Adult Recognition Award Presentation.">
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Activities & Events

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  • Check eligibility of participants for Region-based activities and events.">
  • Send letters of acceptance if necessary.">
  • Assist with planning and organisation of any Region conferences or training days.">
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Campsites

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  • Answer enquiries about accommodation via telephone, email, or personal visits.">
  • Send out information on required Campsite to enquirers including Costs and Booking Form.">
  • Make bookings and take deposits for bookings.">
  • Liaise with camp committee re bookings.">
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Key Capabilities & Requirements

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Qualification, Training & Experience

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  • High School Certificate or equivalent.">
  • 3 years' minimum experience in office administration.">
  • Experience using CRM/customer database systems.">
  • Computer literacy and ability to navigate and use the Microsoft Office suite including word processing, spreadsheet and presentation software and applications.">
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Knowledge, Skills & Abilities

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  • High level interpersonal, oral, and written communication skills.">
  • Ability to liaise effectively with internal and external stakeholders.">
  • Highly organised with the ability to multitask and meet strict deadlines.">
  • Thorough, with attention to detail and ability to assess situations and develop solutions that achieve positive outcomes.">
  • Excellent time management and ability to plan.">
  • Able to work independently, autonomously and with limited supervision.">
  • Work well under pressure and handle high pressure situations.">
  • An ethical approach to work, self-motivated and enjoys achieving results.">
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Essential Requirements

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  • Right to work in Australia">
  • Current National Police Check">
  • Current Working with Children Check">
  • Mandatory Training">
  • Ability to work flexible hours to fulfil responsibilities of the position.">
  • Ability to work evenings and on weekends when require.">
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Clearances

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Scouts NSW is committed to being a 'Child-Safe' organisation and expects our Employed Team to agree to our Youth Protection Policy and Procedure, Code of Ethics and Code of Conduct. Appropriate reference and background checking will be undertaken, including a Working with Children Check and National Police Check. We are committed to the safety and empowerment of all children.

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Team Support

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Scouts NSW fosters a positive and collaborative culture, where teamwork and mutual support are at the forefront of everything we do. We believe in empowering employees to work together towards common goals, ensuring both personal and professional growth.

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Scouts NSW values equitable recruitment practices and strives to provide an experience that's fair, inclusive, and accessible. We celebrate our diversity and welcome all people regardless of ethnicity, faith, age, ability, culture, language, gender identity, or sexual orientation. We encourage all suitable applicants to apply for this position.

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If you are proactive, results-oriented with a passion for making a positive impact, we want to hear from you. Please note that only people with the right to work in Australia should apply for this position.

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To apply, please provide your resume and cover letter outlining your relevant skills and experience.

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All applications are held in the strictest confidence and only shortlisted candidates will be contacted.