• 6-month parental leave cover

ORGANISATION OVERVIEW

The Port Phillip Community Group (PPCG) is a provider of welfare and support services, community development, financial counselling, recreation, and skills development and pathways to further education and employment in the City of Port Phillip. Operating from three main sites in the City of Port Phillip – St Kilda, East St Kilda and Port Melbourne, more than 30 volunteers and staff work in partnership with the community to deliver positive outcomes for all members of the community. Further information about PPCG is available here.

POSITION OVERVIEW

The ARCH Administration Officer is the first point of contact with ARCH clients and community members and is pivotal in ensuring that everyone is responded to in a professional, confidential, dignified and friendly manner.

The ARCH Administration Officer role works closely with the ARCH & Education Coordinator and supports administration of programs and services at ARCH. This includes responding to enquiries from potential and existing program participants, hire enquiries, liaising with providers of services to ARCH, accurate entry of information into student management systems. This role assists with marketing of programs using social media including Facebook, Instagram and webpages including updating and distribution of program flyers and posters. This is a multi-faceted admin support role where every day is different.

KEY RESPONSIBiLITIES include:

• Provide reception and attend to enquiries from clients, service users and the public - this includes face-to-face, online enquiries and phone calls.
• Ensure accurate and timely record keeping and data recording for clients attending PPCG programs.
• Co-ordinate room bookings for public access and internal programs and activities.
• Enter and maintain all bookings on Student Management Systems, Outlook Calendar or other system, as agreed.
• Order and maintain office supplies and consumables.
• Undertake police checks for volunteers.
• Attending mandatory training as required and contributing to staff development and supervision.
• Make and confirm all bookings for programs and activities at ARCH, access the site, and send out booking confirmations and invoices/receipts.
• Liaise with PPCG finance re: booking deposits, invoices and receipts, and recording as required.
• Maintain booking and hire records for reporting purposes.
• In consultation with the manager, liaise with external organisations in relation to activities at ARCH.
• Ensure that PPCG, CoPP (City of Port Phillip) and other key community information, including the externally placed Street Food Pantry, is displayed internally or on notice boards and maintained.
• In consultation with the manager, assist with onboarding volunteers at ARCH.
• Maintain and monitor the site, including cleaning and maintenance, reporting issues and repairs to CoPP, safety and compliance standards, and maintain building manuals in consultation and collaboration with relevant CoPP staff.
• Contribute to marketing and promotional activities including draft, create and schedule social media posts and monitor relevant news and content.
• Other relevant duties as directed.

KEY SELECTION CRITERIA MANDATORY

• Certificate or Diploma in Business Administration, Community Development or similar or demonstrated experience in the sector.
• Demonstrated experience in administrative procedures and ability to use client databases and Microsoft Office packages such as Word, Excel and Outlook.
• Excellent written and oral communication skills.
• Excellent interpersonal skills with a demonstrated ability to relate positively and confidently with a wide range of people – even under pressure.
• Demonstrated ability to work autonomously, prioritise workloads and meet deadlines.
• Willingness to work within the core values, principles and code of conduct of Port Phillip Community Group, and ability to maintain an ethical, yet non-judgmental attitude towards clients and staff.
• Excellent organisational skills and ability to prioritise tasks in a busy environment.
• Strong attention to accuracy and detail.
• Demonstrated ability to maintain confidentiality in all matters.

Desirable

• Knowledge of the community sector, Neighbourhood Houses and/or Learn Local providers.
• Experience coordinating events and programs in a community sector.
• Victorian Driver's License.

Click "Apply now" to submit your application.

For further information please contact Jane Coysh on 03 9525 8746 or email [email protected] using the subject line: Administration Officer - Alma Road Community House enquiry via EthicalJobs.

A position description is attached.