THE ORGANISATION

HFA is the national peak body which represents people with a bleeding disorder and their families through a range of education, advocacy and research activities. HFA is a well-established not-for-profit organisation with a small professional team. We operate a busy secretariat and this role, will provide office and administration support and is usually the first point of contact. We are based in Burwood and the role is onsite (no working from home opportunities). Occasional after-hours work is required for events and to attend meetings.

KEY RESPONSIBILITY AREAS

Administration

a) Office and telephone reception

• General office management - including overseeing stationery and supply requirements, maintaining register of assets
• Screen initial inquiries and provide information or refer to other staff as appropriate for follow up

b) Provide secretariat administration support to HFA council – organise meetings and travel, prepare council papers and minutes

c) Participate in other meetings such as HFA staff and Administrators meetings - prepare agenda and documents, attend meeting and prepare minutes

d) Manage and maintain electronic and hard copy filing system of HFA documents, correspondence and archiving

e) Monitor, review and update administration practices and protocols within area of responsibility

f) Provide secretariat administration support to HFA special interest health professionals groups, plan and organise annual meeting and maintain extranet

g) General day to day administration

h) Produce invoices as required

i) Maintain and monitor Haemophilia Foundation Research Fund register and other HFA grant making programs

j) Look after any building issues with landlord, in consultation with Executive Director

Education

a) Maintain resources library and records of resource distribution in consultation with Policy Research and Education Manager

b) Package and post out resources in consultation with Policy Research and Education Manager

Events

a) Assist in the planning and coordination of internal and external activities (eg. Bleeding Disorders Awareness Month, World Haemophilia Day and other awareness events)

b) Assist in coordination of workshops and education meetings

c) Provide administration support for the HFA National biennial conference

Fundraising

a) Support the Fundraising and Event Manager with fundraising appeals and events

b) Package and post out fundraising/awareness resources

JUDGEMENT AND DECISION-MAKING EXPECTATIONS

• Make professional decisions using judgement based on knowledge, training and experience
• Take initiative for establishing priorities and making decisions within the relevant scope of authority
• Maintain confidentiality in respect of sensitive information about members and/or HFA policies

ACCOUNTABILITY AND EXTENT OF AUTHORITY

• Responsible for high quality administration and coordination of HFA office
• Expected to be compliant with professional business standards

KEY COMPETENCIES & REQUIREMENTS

• Excellent organisation and communication skills and “can do” approach
• Strong multitasking, and problem-solving abilities
• 2 years office administration experience
• High level use of Microsoft Office
• Strong attention to detail with high degree of accuracy
• Excellent written and verbal communication skills
• Ability to work collaboratively in a team and liaise with internal and external stakeholders
• Police & Working with Children Checks will be required and driver’s license is desirable
• Desire to work in a highly motivated small team environment
• Energy, flexibility and commitment to make a difference
• Some out of hours work is required for meetings and events

KEY RELATIONSHIPS

• Work as a member of HFA team
• Engage with goods and services suppliers
• Liaise with Haemophilia Foundation staff and volunteers
• Liaise with state/territory Haemophilia Foundations
• Liaise with Haemophilia Treatment Centre Directors
• Liaise with ABDR Data Managers
• Liaise with specialist haemophilia health professional groups

SALARY

Remuneration package based on qualifications and experience, salary packaging available.

Enquiries are welcome, contact Natashia Coco, Executive Director 0403 538 109.

A position description is attached.