North Sydney Community Centre is a vibrant hub of activity! If you have energy, enthusiasm, if you’re a stickler for detail, a creative thinker, thoughts and experience, and happy to learn some new skills – then we would like to talk to you!

The Centre offers a diverse range of community programs including workshops and events, adult classes, After School Care, Northside Produce Market, Explorer’s Playgroup and venue hire.

Each term over 100 classes, workshops and events are offered during the week and weekends. We produce the twice-monthly Northside Produce Market, and most weekends there is a busy schedule of regular and casual venue hirers.

THE TEAM

The Program Administrator and Venue Hire Coordinator plays an integral role in the administration of the Community Centre and works alongside and is supported by the Office Manager; Northside Produce Market Coordinator; Programming and Events Coordinator; the Marketing Coordinator; and the Centre Director.

This role works closely with the Marketing and Programming & Events Coordinators to implement the Centre program of classes, workshops and events, as well as maintaining a healthy balance between the use of the Centre for classes and venue hire.

WHO WE ARE LOOKING FOR

If you’re a people person and have impressive computer skills, if you love a busy, creative and community environment - then we would like to talk to you!

We need someone who can help to make this place tick! Someone who 'gets' customer service, who has a natural smile when people, kids and dogs walk through the door, someone who doesn’t get flustered if the phone rings off the hook for 2 hours, who doesn’t mind doing a coffee run, or staying back late to set up an event, or meet a tutor who might need a bit of help plugging his/her laptop into a data projector. We do a lot of moving and shuffling boxes and equipment so you need to be fit and healthy. We need someone who is friendly, mature, capable and resourceful, and who genuinely wants to help people.

ABOUT THE ROLE

• This position is permanent full time, 38 hours per week. Mon-Fri 10.00am-6.00pm
• Remuneration is $55,000 p.a - based on the SCHCADS Community Services Award
• 4 weeks annual leave, 10 days carers / sick leave, and 9.5% superannuation
• You will be required to work occasionally on after-hours events, and this time may be taken as time in lieu
• You may be required to occasionally work Saturdays at Northside Produce Market and this is paid on a Saturday rate.
• A probationary period of 3 months will apply

RESPONSIBILITIES

The primary focus of this role is to manage the adult class and venue hire programs.

This role requires an exceptional level of communication with tutors, students, venue hirers, volunteers, staff and the general public.

General administration

• Front desk, first point of contact
• Meet and greet with a smile, in person and via email
• Answer phone and walk in enquiries
• Manage main Community Centre email
• Maintain the database and mailing lists
• Willingness to manage unrelated community enquiries
• Collect mail from Post Office
• Manage lost property

Tutor related tasks include:

• Ensure new tutors are given a thorough induction to Centre procedures
• Confirm class details and student numbers, equipment needs, materials lists, photocopying, provide and maintain class rolls and folders
• Maintain an up to date weekly schedule to ensure all classes are set up and equipped as required
• Assist the programming coordinator to source substitute tutors
• Coordinate feedback forms on Survey Monkey and communicate responses that require action or follow up

Student related tasks include:

• Liaise with students in the lead up to each term, class, workshop or event
• Manage enrolments (via phone, in person and online), payments, receipts, cancellations, refunds, credit notes, and waiting lists
• Reconcile credit card payments at the end of each day
• The Program Administrator works closely with the Program and Events Coordinator and the Marketing Coordinator to ensure effective internal marketing of classes and workshops to current and past students and participants

Event experience

• Manage student feedback and ensure relevant staff are kept up to date with feedback, suggestions for improvement and ideas

Venue management responsibilities include:

• Ensure Centre operations are adhered to in accordance with Centre policies and procedures
• Ensure hirers understand the Terms & Conditions of hire and have all emergency information
• Actively promote and maximise the use of the Centre by venue hirers
• Show prospective hirers through the Centre
• Keep the venue hire schedule and records up to date and organised.
• Organise security needs ie, keys and security codes
• Organise equipment and set up requirements
• Communicate requirements to After School Care team who assist with set up
• Roster weekend venue hire staff appropriately to ensure a balance between financial sustainability and a safe venue for hirers, tutors and students
• Maintain excellent communication with weekend venue hire coordinators to ensure all events and adult classes taking place in the Centre run smoothly
• Review and assess weekend activities and follow up where needed
• Manage the use and hire of Centre assets such as AV equipment, furniture, and kitchen equipment
• Maintain up to date financial records and reports
• Ensure Centre is kept clean and well organised, and tea and coffee supplies are replenished for students and tutors
• Monitor Workplace Health and Safety (WHS) issues such as clearing the hallways of obstacles (eg brooms, mops)

Volunteers

• Delegate tasks to weekly volunteers – in collaboration with other office staff
• Conduct volunteer inductions if required

KEY PERFORMANCE INDICATORS

• Excellent management skills with the ability to plan in advance and adhere to deadlines
• Excellent computer skills and familiarity with MAC
• Excellent attention to detail
• Excellent communication skills
• Excellent interpersonal skills
• Creative problem solver
• Ability to prioritise in a fast-paced environment with conflicting demands on time
• Ability to cope with change and distractions (phones, people walking in the door)
• Ability to adjust to seasonal changes in work demands

DESIRABLE SKILLS

• Filemaker or database management experience
• Survey Monkey
• Negotiation and conflict management skills

• Ability to manage audio visual equipment or have a willingness to learn

IDEAL WORK APPROACH

• Initiative and a pro-active approach
• Collaborative but able to work autonomously with a minimum of supervision, but work well within a small team
• Resourcefulness and willingness to provide excellent customer service
• Patience and a genuine interest in the health and wellbeing of the community

This role has an immediate start.

A Position Description is attached.