Office Administrator

1. Position Title – GDSS Office Administrator

Gympie District Show Society – GDSS

2. Position Summary

The role of the GDSS Office Administrator is to support the GDSS Executive Committee. The GDSS Office Administrator will oversee the daily operations of the show office, ensuring smooth workflows and efficient administrative support. They handle tasks such as committee support, scheduling, record-keeping, customer service, and coordinating with operations manager and events coordinator.

3. Key Responsibilities

General Duties –

• Provide GDSS Secretary operational support to meet constitutional requirements. e.g. meetings, agenda's, minutes

• Opening/Closing of GDSS Office as required

• Checking phone messages and emails. Distributing as required.

• Preparing and responding to correspondence on behalf of the Gympie District Show Society.

• Preparing and distributing quarterly newsletter.

• Maintain member contacts and correspondence lists

• Finance – Customer Payments, Petty Cash, Eftpos, Banking

• Providing support to GDSS Executive, Events Coordinator and Operations Manager as required.

· Ensure Responsible Administration of Meeting

• To prepare agendas in consultation with GDSS Executive and Operations Manager.

• To circulate agendas and any supporting papers aligned to timelines.

• To receive agenda items from other committee members.

• To check that quorum is present.

• To minute meetings and circulate the draft minutes to all committee members.

• To ensure that the chair signs the minutes once they have been approved.

• To check that committee members and staff have carried out action(s) agreed.

• To circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings.

• To ensure up-to-date records are kept of committee membership.

Meetings –

• GDSS Executive Meeting – When Required

• GDSS Management Meeting – Every Month

• GDSS General Meeting – every Quarter

• GDSS AGM – Annually

• Racecourse/Showgrounds Admin Meeting – When Required

4. Reports To – GDSS Executive Committee – Operations Manager

5. Required Skills and Qualifications

- Education: A high school certificate or equivalent is typically required; a degree in business administration or a related field is preferred.

- Experience: Previous experience in an administrative role is advantageous, with varying requirements based on the level of the position (entry-level, mid-level, senior-level).

- Technical Skills: Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Teams) is essential.

- Communication Skills: Excellent written and verbal communication skills are necessary for effective interaction with colleagues and clients.

- Organisational Skills: Strong ability to prioritize tasks, meet deadlines, and handle multiple responsibilities efficiently.

- Problem-Solving Skills: Ability to identify and resolve office-related issues as they arise.

Please note that all applicants require or can obtain a BlueCard for this position.

To be effective in the role, office administrator should possess strong organisational skills, attention to detail, and proficiency in office software applications. Good communication skills are essential for facilitating interactions between committees, volunteers and stakeholders and with clients.

In summary, office administrators play a vital role in ensuring the efficient operation of an office, handling a wide range of responsibilities that support both staff and organisational goals. Their ability to multitask and manage various administrative functions makes them indispensable in any business environment.

Job Type: Casual

Pay: $30.00 – $35.00 per hour

Work Location: In person