About Us

Roses in the Ocean is a national not for profit organisation founded on and operating through the lens of lived experience of suicide; we exist to save lives and to reduce emotional distress and pain. We seek to lead the significant cultural shift needed to save lives through harnessing the perspectives of all we represent, along with our own lived experience of suicide. With our actions driven and guided by those with a lived experience of suicide, we innovate and transform suicide prevention, and drive and deliver system reform. We support organisations and government to effectively and meaningfully integrate lived experience expertise into suicide prevention.

Everyone who works within Roses in the Ocean has a lived experience of suicide which is defined as ‘having experienced suicidal thoughts, survived a suicide attempt, supported a loved one through suicidal crisis, or been bereaved by suicide.’

About the Role

Reporting to the General Manager Operations and working closely with the Operations & Systems Specialist, the Operations & Quality Administrator provides vital support in maintaining compliance, quality and systems across the organisation. This position contributes to ensuring that accreditation and implementation requirements are met and upheld and assists in the ongoing development and improvement of the organisation’s Quality Management System. 

As a key member of the Operations and Quality team, the Compliance and Quality Specialist is integral to delivering safe, effective, and high-quality services in alignment with relevant standards, accreditation frameworks, and organisational objectives. This includes ensuring compliance with regulatory requirements, enhancing operational efficiency and fostering a culture of quality and safety across all service areas—such as non-clinical peer-led services, digital mental health programs and child safety initiatives.

Responsibilities include:

Organisational Systems

• IT Infrastructure Management: Support the OSS to ensure the effective functioning of office operations across the entire organisation, including remote team members, by organising and maintaining the IT infrastructure, ensuring smooth and uninterrupted operations.
• Stakeholder Relationship Building: Support OSS to build and maintain strong relationships with both internal and external stakeholders to support operational activities, collaborating with them to promptly address and resolve operational issues, fostering a cooperative and efficient working environment.
• Operational Systems Development: Assist implementation and maintenance of operational systems in collaboration with various teams to enhance efficiency and ensure that all systems are up-to-date and effectively serving their purpose.
• Policy Distribution: Ensure the efficient distribution of organisational policies, ensuring they are uploaded to and accessible on platforms like SharePoint and Employment Hero. Ensure that all team members are aware of and have access to the latest policies and procedures.
• Email Management: Manage, respond to, and distribute emails received via the general enquiries inbox, ensuring timely and appropriate responses to all queries.
• IT and Operational Systems Maintenance: Assist the OSS to maintain IT and operational systems in collaboration with various service providers, ensuring that all systems are functioning optimally and addressing any issues promptly.
• IT Onboarding and Induction: Administer IT onboarding and induction processes for new staff and contractors, ensuring they have the necessary tools and knowledge to perform their roles effectively.
• Administer and maintain the access and security equipment asset register in Employment Hero for IT infrastructure
• Quality Management System Assist the OSS in the implementation and maintenance of the organisation's Quality Management System ensuring ongoing enhancement of organisational processes.

Internal audits: Assist the OSS to administer internal audits as pertains to the Quality Management system.

Quality Management and Continuous Improvement

• Assist OSS with QMS activities, including policy and procedure development, document control, and internal quality reviews.
• Foster a culture of quality by identifying opportunities for improvement and supporting the development and implementation of quality improvement initiatives.
• Administer the delivery of training programs for staff and volunteers on quality standards, accreditation requirements, and best practices in quality management.
• Act as a resource and advisor to teams to embed quality principles into everyday operations.

Accreditation and Compliance

• Provide administrative support to accreditation processes for standards including but not limited to:
  • Human Services Quality Framework (HSQF)
  • Suicide Prevention Australia (SPA) Standards for Quality Improvement
  • National Child Safety Standards
  • Digital Mental Health Standards (Australian Commission on Safety and Quality in Health Care)
  • Any other relevant frameworks or regulatory requirements.
• Assist with preparation and submission of documentation and reports to accreditation bodies within required timeframes.

About You

You’ll bring with you:

• A lived experience of suicide and an understanding of the impact it has on families, workplaces, friends and communities.
• Demonstrated experience in developing, implementing, and managing Quality Management Systems in a human services or not-for-profit context.
• In-depth knowledge of relevant standards and accreditation frameworks, including HSQF, SPA, Digital Mental Health, and National Child Safety Standards.
• Strong understanding of risk management principles and their application to quality and safety initiatives.
• High-level analytical and problem-solving skills, with a focus on continuous improvement.
• High-level written and oral communication skills and the ability to communicate and liaise effectively and sensitively at all levels, both internally and externally.
• Experience in managing competing priorities, handling complex tasks and coordinating activities across various organisational functions and teams.
• Demonstrated capacity to maintain confidentiality and professional standards of behaviour in difficult and sensitive circumstances.
• Demonstrated ability to communicate sensitively and effectively and to build and maintain strong relationships with colleagues and stakeholders at all levels.
• Demonstrated time-management, logistics and problem-solving skills.
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), Office 365, Monday.com and SharePoint. A working knowledge of the Standards & Performance Pathways platform would be helpful.Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), Office 365, Monday.com and SharePoint

If you are looking to grow your career with an organisation that is having a significant impact on our community, we would love to receive your application.

You will also enjoy some benefits:

• Salary packaging benefits of up to $18,550 per year to increase take home pay
• Access to Novated Leasing
• Additional leave - Wellness Day Leave of up to 3 days per year
• Access to counselling sessions to support well-being and self-care
• Access to a wide range of discounts, saving on everyday expenses via partnered organisations
• Training and professional development opportunities
• A flexible and supportive workplace with excellent work-life balance
• For more information about our organisation please visit the Roses in the Ocean website or more information about the role please call Sue Wilkinson on 0413 441 260 or email at [email protected] using the subject line: Operations and Quality Administrator enquiry via EthicalJobs.

Please advise us if you require any reasonable adjustments throughout the recruitment process. 

Roses in the Ocean is an equal employment opportunity employer. We welcome applications from a diverse range of social, cultural, ability and gender backgrounds that reflect our community including First Peoples.

Commitment to Safeguarding

At Roses in the Ocean, we are committed to the safety and wellbeing of all people, including vulnerable individuals, children and young people. We strive to create an environment where everyone is respected, valued, and protected from harm. All team members are expected to uphold this commitment and promote a culture of safeguarding in their work. As part of our recruitment process, successful applicants will be required to undergo relevant background checks.