Program Support Officer

**Position Title: Program Support Coordinator**

Reports to: Operations Manager

Location: BBBS Head Office, Melbourne

Hours: Part Time - 16 hours a week

**Organisational summary**:
Big Brothers Big Sisters (BBBS) is Australia's leading mentoring program for young people supported by 100 years of international experience and expertise. Our name and logo are synonymous with quality program delivery and best practice worldwide.

For more than 40 years, we have provided young people (7 to 17 years) in need of additional support, guidance and friendship, with a caring, trained and supported volunteer mentor, who becomes a long-term positive role model.

BBBS provide employees, volunteers, young people and their family with an excellent organisational culture built on the values of empowerment, early intervention, respect, and commitment. BBBS provides a place of work to develop all employees’ potential in a safe environment that will support both personal and professional success.

This position offers flexible working hours and the opportunity to work remotely.

**Job Summary**:
The job involves coordination and support in five key focus areas:
- Online Mentoring Platform “OurSpace” - 30%
- Online Training Platform - 20%
- IT, CRM Database and Systems - 20%
- Evaluation Platform “SocialSuite” - 20%
- Admin/HR support volunteer coordination 10%

**Remuneration**:
**Required Skills and Experiences**:

- High Computer literacy (Excel, complex CRM system)
- High-level interpersonal, oral and written skills.
- Ability to troubleshoot and work through IT issues
- Strong customer service focus
- Ability to work independently, use own initiative and be a self-starter, as well as work within a team.
- High level organisational skills and the ability to manage multiple tasks concurrently within specific timelines.
- Ability to facilitate meetings and training.
- Ability to coordinate and work alongside support volunteers and placement students.

**Duties and Responsibilities**:
**Central Administration Support**
- **IT/Database/Systems Coordination and Support**:

- Online Mentoring Platform - OurSpace:

- Enrol and provide training details for matches onto OurSpace
- Maintain and update activities
- Work with IT support to respond and troubleshoot issues
- Feedback to OurSpace development team on the user experience of the platform
- Online Training Platform - E-Learning:

- Enrol Volunteers into e-Learning modules
- Assist Mentoring Staff in assessing Volunteer eLearning results
- Microsoft Dynamics Database:

- Maintain and update CRM
- Work with manager to provide ongoing training for staff/volunteers in CRM
- Work with IT support to respond and troubleshoot issues
- Work with Operations Manager to ensure data management best practice
- Run reports and lists as required from the database (program and fundraising)
- Program Evaluation:

- To support the facilitation of program evaluation through administration of platform
- Work with staff to enrol matches in surveys
- Coordinate response and completion of surveys
- **Admin/HR Support**:

- Assist with maintaining entry of Volunteer screening checks including Security Checks - WWCC & Police Checks, references and recording results in database
- Coordination and management of grants/donor data in database
- Amend program documents and policies as directed
- Attend meetings, workshops and other events as required
- **Team Support**:

- Staff Resources and Systems
- Assist in ensuring staff logins and access are up to date
- Review documents on systems to ensure up to date and consistent
- **Community Engagement**:

- To assist in the promotion of Big Brothers Big Sisters mentoring programs
- To engage and network with skilled volunteers in regard to the continuous improvement of our systems and processes
- To engage and network with other community stakeholders

**Key working relationships**:

- Big Brothers Big Sisters CEO and employees
- Partner Organisations, including funding partners
- Volunteer Mentors
- Local Business Community
- Local support and referral agencies

**General Information**
- All employees are required to adhere to Big Brothers Big Sisters policies during the course of their employment.
- Big Brothers Big Sisters work involves employees being in direct contact with children and young people. Employees are required to complete police and working with children checks, relevant to the state in which they will be employed.
- The primary working hours for Big Brothers Big Sisters are between 9:00am - 5.00pm.
- Applicants to this position should ideally have a current unrestricted Driver’s Licence and access to a vehicle, however this is not mandatory as majority of work will be undertaken in Head Office.

**Job Type**: Part-time
Part-time hours: 16 per week

**Salary**: $27.87 - $39.26 per hour

**Benefits**:

- Salary packaging
- Work from home

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Bentleigh East, VIC 3165: Rel