Site Facilitator

About the role

The Redfern Site Facilitator is responsible for creating a welcoming, seamless and safe experience for visitors to WAGEC’s head office and ensuring that our resources and spaces are maintained and ready to be fully utilised by our stakeholder groups.

The core responsibilities of this role are:

- Welcome and orientate visitors to WAGEC (20%)
- Deliver head office administration tasks (20%)
- Maintain head office facilities (20%)
- Support users of head office spaces (15%)
- Volunteer liaison (15%)
- Complete personal administration tasks in a timely and thorough manner (5%)
- Actively contribute to WAGEC’s organisational culture (5%)

It is a requirement of this role that you can:

- Work onsite between 8.30am-4.30pm weekdays.
- Obtain a Working with Children Check.
- Provide evidence of your COVID-19 vaccination or medical exemption
- Complete a criminal record check. _Having a criminal record does not automatically exclude you from this role. Please discuss your situation with us confidentially_.

Core activities:

- Welcome and orientate visitors to WAGEC: (20%)
- Greet all visitors including women and families accessing client services, to WAGEC and quickly assess their needs
- Orientate them to the building and expectations
- Liaise with WAGEC staff to ensure visitors are attended to by the right person
- Offer trauma-informed incidental support to people to make them feel comfortable within the service
- Coordinate drop-off and delivery of material donations, oftentimes engaging volunteers and liaising with other WAGEC staff members.
- Accept material donations from community donors.
- Maintain the entry spaces to be welcoming, safe and stocked with resources for our range of visitors.
- Liaise with WAGEC staff and volunteers to ensure that the front door is always attended between 8.30am-4.30pm.
- Deliver head office administration tasks (20%):

- Administer various booking systems such as shared-calendars for room bookings, and donation deliveries.
- Receive and prepare mail and packages.
- Provide administrative support to Strategic Projects Officer and other senior leadership team members as required
- Maintain head office facilities (20%):

- Ensure all spaces, including car park, are maintained to a safe, clean and welcoming standard, this includes ensuring basic resources are restocked, organising and tidying material donations, and ensuring repairs and hazards are identified and attended to quickly.
- Create a repairs and maintenance schedule and list of preferred providers
- Liaise with landlord, contractors, cleaners, staff and volunteers
- Ensure that general office supplies are maintained including stationery and hospitality items.
- Support users of head office spaces (15%):

- Liaise with users of head office’s various spaces and facilities to ensure room availability, accessibility and resources.
- Assist with the set up and pack down of large events such as workshops, training, and meetings
- Ensure external users of the building are aware of health, safety and emergency procedures
- Volunteer liaison (15%):

- Work with the Volunteer & Events Officer and/or relevant Volunteer Supervisor to oversee the work of volunteers at head office
- Identify and support opportunities for volunteer involvement in all aspects of activity at head office
- Incorporate and work collaboratively with volunteers into your work processes such as regular scheduling of lunch time cover.
- Liaise with the Redfern Service Manager to ensure that volunteers are working appropriately with clients
- Complete administration tasks in a timely and thorough manner (5%)
- Complete personal administration tasks required by your role
- Participate in team and organisational meetings.
- Maintain accurate records and reports for all activities.
- Submit timesheets and leave requests on time.
- Actively contribute to WAGEC’s organisational culture (5%)
- Work in a manner consistent with WAGEC’s vision, values, and strategy
- Contribute to developing a culture of safety through risk and Work Health and Safety management processes
- Contribute to WAGEC’s overall social impact
- Occasionally perform other duties as requested by Management

SELECTION CRITERIA

EXPERIENCE
- Delivering general administration, customer service, project support, or hospitality
- Willingness and experience interacting with diverse stakeholder groups

KNOWLEDGE
- Basic understanding of general workplace processes, particularly:

- workplace health and safety
- administration
- policy and procedures
- Basic understanding of facilities management
- Basic understanding and/or sensitivity to the experiences of individuals and communities impacted by violence and trauma

SKILLS
- Computer skills using Word, PowerPoint, Excel, Outlook, and SharePoint.
- Ability to build and nurture relationships, and communicate effectively with diverse groups of people
- Attention to detail and accuracy
- Good time management and prioritising