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Office Manager and Programs Admin Hybrid


Employer: Code Club Australia
Work Type/s: Full Time, Part Time
Classification/s: Administration, Finance & Accounting
Sector/s: Not For Profit (NFP), Social Enterprise
Location: Sydney

Job posted on: 25 September, 2017.
Applications close: No Deadline – please apply as soon as possible

Code Club Australia seeks an Office Manager/Programs Admin hybrid to work in our Sydney based office.

Code Club Australia is searching for a can-do candidate to be the organised touchstone of our HQ, located in the Sydney CBD.

We are searching for a positive and energetic admin-skilled person with accountancy knowledge to keep on top of vital operations internally whilst General Manager and other staff work to drive the mission externally.

This role is being advertised as full time, however, we would consider a 4-day a week engagement for a highly organised candidate.

More about our organisation:

Code Club is a small but growing charity with aims to achieve democratisation of digital technologies education. Code Club is managed by a small team, and our organisation has come a long way in four years, but we are still establishing ourselves in the educational landscape. This role is high-visibility and is essential to the Code Club Australia identity with the education community.

We are looking for someone who is willing to work with a growing organisation and able to contribute to best practices and work in a startup environment, which is very different from the school or government work environment. Read: we are still building much of our structure and identity, and we want you to be a partner in that process while understanding our current processes and priorities.

The role:

(HR and internal ops 35% of total role)

The Office Manager we're seeking is someone with passion, with organisational skills that can't be beat. You're the kind of person always looking to create and improve processes. You're familiar with HR best practices and accounting software (we love Xero) and have a natural tech fluency. You are adaptive to technologies, and use systems to automate your to-do list. Speaking of to-do lists, you love ticking off those boxes, and you'll stay until the work is done, and done very well.

(Office Management: 25% of total role)

Your purpose is to provide administrative support for the completion of effective support services in the running of the Code Club. You will look after general enquiries over phone and email, coordinate onboarding and payroll processes- familiarity/fluency with XERO or other accounting software is a major advantage for candidacy.

(Programs Administration: 40% of total role)

Code Club is a growing nation wide programme, and you will be an integral part of our Australia-wide programming. You will occasionally support events and outreach, and you will serve as contract admin and assist with logistics and aspects of planning and coordination for direct-service management. What this means, is we are seeking a people-person who can step in and get to know the communities of schools, libraries and families we work with.

Key Job Duties

Administration

  1.  Provide administration support for Code Club Australia through management of phone, general (email) inbox and our PO Box.
  2.  Support General Manager by coordinating/implementing HR workflows and processes.
  3.  Update general office procedures to reflect current practice and embrace new technologies, and assist with communications to staff where appropriate re: office procedures and policies.
  4.  Assist the General Manager with administrative tasks as and when required, including organizing Code Club Australia board meetings, board communications and team communications.

Organisation

  1.  Ensure the effective operation of the Code Club Australia reception/office, so that inquiries enquiries are dealt with promptly and they are directed to the appropriate person/location. (This can be done remotely and managed easily from a part time role.)
  2.  Assist the management staff by passing along relevant communications from voicemail, inboxes and social media where appropriate.
  3.  Liaise with space host at regular intervals to be sure we are contributing and maintaining a strong relationship with our hosts and co-location partners.
  4. Assist management staff (Event Coordinator and Community Development Manager and Teacher Training manager) with event planning and admin, ensuring flights, accommodation, equipment, supplies etc are organised and planned well in advance.

Finance

  1.  Reconcile the Code Club Australia fund and monies banked.
  2.  Process expense items in Code Club Australia's ledger (Xero).
  3.  Set up new employees on our payroll system (Xero) and process expenses for staff where applicable.
  4.  Liaise with the Payroll Services on any finance issues, as required.
  5.  Adhere to audit policies.
  6. Work with external Accounting Partner to ensure bookkeeping details are accurate and tax requirements can be completed.

HR and Safeguarding

  1.  Coordinate the induction process for all new staff to the Code Club Australia and also oversee the administration processes involved when a member of staff leaves.
  2.  Oversee all DBS checks for employees and take responsibility for organised records storage.
  3.  Support the General Manager in keeping and storing accurate records, certificates offender and other documents.

Resources

  1.  Operate relevant equipment and computing software e.g. MS Office, Salesforce, Google Docs, XERO
  2.  Safeguard and maintain Code Club Australia equipment and resources.
  3.  Maintain our general inbox (Gmail) and delegate actions to appropriate persons/departments
  4.  Attend team meetings with the staff and assist GM in the integration of structure and best practices.
  5.  Coordinate office clean ups, inventory management and purchases of collateral and assets.

General

  1.  Be aware of and comply with policies and procedures relating to child protection, equal opportunities, health and safety and security, confidentiality and data protection; reporting all concerns to an appropriate person.
  2.  Carry out all duties with regard to the Code Club Australia's policies and codes of conduct.
  3.  Participate in training and other learning activities as required.
  4.  Set high expectations of conduct, whilst acting as a good role model for others.
  5.  Ensure that output and quality of work is of a high standard and complies with current legislation / standards.
How to apply for this job

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