• St Kilda Rd, Melbourne
  
• Not-for-Profit, Community Services
  
• Attractive salary + super+ salary packaging, Part time, Reporting to CEO
  
• As per SCHADS Level 4

PROGRAM OUTLINE:

The Office Leader will oversee the daily operations of COTA Victoria’s office, ensuring a smooth and efficient work environment. Their responsibilities will include managing office supplies, maintaining office facilities, coordinating administrative tasks and supporting the CEO, managers and staff to meet its operational and strategic goals. In particular providing general administrative, secretariat and co-ordination support across the various business units and internal and external stakeholders, including support to the CEO, Board and its committees.

RESPONSIBILITIES:

Reporting to the CEO, this position is required to provide a wide-ranging support to COTA and Seniors Rights Victoria to ensure the smooth operations of the organisation including, but not limited to, the following:

HR, volunteer and OHS matters

• Support managers in managing the employee life cycle including but not limited to coordinating recruitment, contracts, onboarding, induction, and supporting staff payment, exits, performance management and training.
• Support the Education and Engagement Manager in managing the volunteer life cycle by administrating the onboarding and offboarding of volunteers into relevant software.
• Implement and maintain up to date personnel records of staff and volunteers, ensuring compliance on matters such as police check, probationary periods, completeness of all documentation and follow up from time to time.
• In consultation with the CEO, support the enhancement and implementation of HR processes and changes.
• Designated First Aid Officer and participate actively on the OH&S Committee.
• Schedule, attend and be the secretariat for all staff meetings, trainings and team building activities as required.
• Undertake professional development, as required, to keep updated on HR and OHS matters.• Maintain organisational charts and employee contact lists when required.

Executive administration

• Acting as the point of contact between the CEO, Board, Senior Management team, and internal or external stakeholders, including managing correspondence directed to specified central mail boxes;
• Supporting the operation of the senior management team meetings by scheduling and acting as secretariat.
• Support the CEO through administrative and secretariat duties with the Board and/or relevant sub-committees and working groups as required.
• Providing the full range of administrative support services in areas such as Fee for Service, Events, Member meetings etc.

Business operations

• Lead the office facilities effectively and support changes, as required, involving the office environment.
• Engage with relevant office suppliers and contractors for services and payment.
• Maintain the organisation’s assets and register, including, but not limited to, IT and Telephony records and allocations to staff.
• Support the relevant Manager and CEO to ensure COTA Victoria has effective software applications and IT infrastructure in place to support effective operation of the organisation.
• Code and review the office and credit card related invoices.

Organisational administrative support

• Review, maintain and implement the Operations, HR and Volunteer manual, and support the update of the relevant policies and procedures and periodic reports.
• Coordination of systems, in consultation with the appropriate Manager and/or CEO, to maintain and improve data collection, filing, retention and reporting.
• Assistance with workflows across multiple areas of the organisation to ensure event bookings, program and community engagement operations are supported, as required by the CEO.
• Assisting entry of relevant data to support the timely and accurate provision and/or update of statistical reporting and/or information using the relevant mechanisms, including in support of membership and funding requirements.

Other

• To undertake other duties as directed.

A position description is attached.