Administration Coordinator

About you

We need an experienced Administrator who is a born organiser with the ability to coordinate multiple tasks. You need to be comfortable working in a very busy environment that supports the executive and our First Nations staff. An understanding of HR processes including recruitment and induction is ideal. You need to have strong MS Office skills and the ability to learn systems.

About the role

The Administration Coordinator is responsible for overseeing the day-to-day administrative operations of Children's Ground's Alice Springs hub, ensuring a well-functioning, culturally safe, and responsive environment for staff and community. Working under the Directors of the Central Australia Region, this role supervises the Administration Officer and works closely with the Operations Coordinator, who leads fleet management and broader operational logistics.

The Coordinator plays a key role in supporting all platforms across Central Australia by managing core administrative functions, including HR support, front office facilitation, premises oversight, and relationship management. The role works in close collaboration with the People & Culture and Finance teams to ensure smooth processes and compliance with organisational systems.

A critical aspect of the role is meeting management — including scheduling, minute-taking, and internal communications — to ensure timely and accurate dissemination of information across the team. The Coordinator also contributes to cross-regional consistency by working with administrative colleagues in the Top End and Melbourne.

This is a dynamic, hands-on role that supports the broader team to deliver high-quality, community-led programs by ensuring the hub operates efficiently and professionally.

Key Responsibilities

1.      Administrative and Office Systems

·       Ensure the smooth running of the Alice Springs hub through continuous improvement of administrative systems and practices.

·       Oversee supplies and services procurement, ensuring cost-effectiveness and compliance with Children's Ground policies.

·       Maintain and review file management systems to support efficient record-keeping and access.

·       Support the Finance team with purchasing processes, including preparing purchase orders and processing invoices.

·       Assist with micro-finance support processes for staff in collaboration with the Finance Team and Financial Literacy Officer.

·       Liaise with IT support contractors and the IT Coordinator to support IT systems in Central Australia, including onboarding IT setup for new users.

2.      Operations Support – Central Australia

·       Support operational functions across all platforms in Central Australia, working closely with the Operations Coordinator and Administration Officer.

·       Maintain and update a register of contractors, service providers, and regional programs.

·       Provide backup support for fleet coordination, including vehicle bookings and maintenance tracking.

·       Support the maintenance of the local asset register and inventory.

·       Support incident and accident reporting processes and documentation where appropriate

·       Support Sorry and Funeral business support processes.

·       Provide basic IT support and training in PC use, where required.

3.      Meeting and Communications Management

·       Coordinate weekly and ad hoc meetings, including agenda preparation, minute-taking, and timely distribution of minutes and actions.

·       Ensure consistent and clear internal communications, including dissemination of meeting outcomes and all-staff updates.

·       Maintain systems for tracking meeting actions and follow-ups to support accountability and transparency.

4.      Executive Assistance

·       Provide administrative support to the FN Co-Directors – Central Australia including managing diaries, scheduling internal and external meetings, and coordinating travel and accommodation.

·       Assist with correspondence, expense claims, and preparation of reports and meeting documentation.

·       Support discrete projects led by the Directors as required.

5.      Supervision and Mentoring

·       Supervise the Administration Officer, providing direction, work planning, and ongoing support.

·       Mentor administrative staff to carry out responsibilities in alignment with Children's Ground values, policies, and procedures.

·       Support staff development in areas such as onboarding, training, and internal systems navigation.

6.       Monitoring and Reporting

·       Maintain accurate records and data entry in the Children's Ground database.

·       Ensure confidential and organised filing systems for staff and operational documentation.

·       Prepare internal reports as requested, contributing to operational oversight and continuous improvement.

7.      Contribute to Children's Ground:

·       Be a positive, innovative and active member of the Children's Ground team;

·       Contribute to strategic planning, organisational development, management work plans & policy formation;

·       Support a strong, connected, respectful and supportive organisation;

·       Participate in professional development programs offered by Children's Ground;

·       Undertake other tasks as requested to support the activities of Children's Ground.