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Administrative Officer

SEARCH Foundation
  • Manager: Executive Officer
  • Industrial Award: Clerks Private Sector Award 2010
  • Status: Permanent Part-Time
  • Salary Grade: Clerks Private Sector Award 2010 Grade 2 or 3 depending on skills and experience

About SEARCH

The SEARCH Foundation is a membership-based, not-for-profit company that campaigns for a democratic socialist, environmentally sustainable Australian republic. We are a unique organisation in the Australian left. We run events, speaking tours, education programs and publish news, views and analysis via SEARCH News. Our website is www.search.org.au and our office is at Sydney Trades Hall. Support for the SEARCH Foundation's aims and values is important for this role. Confidentiality, respect and compliance with the Foundation’s objectives along with a strong member focus are important.

SUMMARY

The Administrative Officer manages and discharges the day to day administrative functions of the SEARCH Foundation. Duties include providing support to the Executive Officer, administrative and financial responsibilities includinggeneral clerical, accounts payable and receivable, data-base management, member services and project based work.

This role requires strong verbal and written communication skills, administrative experience and competence across a range of financial, administrative and relationship management functions.

Applicants must be focused, self-directed, outcome driven, capable of problem solving and using discretion and have the confidence to initiate and manage change in order to successfully manage tasks and responsibilities.

Primary Tasks and Responsibilities

  • Staff office and attends to general and member enquires, referring matters of importance to the Executive Officer.
  • Develop and manage good day-to-day relationship with members, volunteers and service providers.
  • Manage mail outs to members and supporters.
  • Experience and proven competence working with software, including Microsoft Office, Xero, NationBuilder, Zoom and social media. Mailchimp an advantage.
  • Manage administrative functions associated with the needs of the organisation, including day-to-day operations, events and education workshops.
  • Sourcing and booking venues and services for meetings and events, including notification, registration and attendance management.
  • Managing communications to members regarding events and meetings of governing bodies, in consultation with the Executive Officer.
  • Manages and administers SEARCH membership database run on the NationBuilder platform ensuring it is up to date, accurate and running efficiently. Monthly reconciliation of the database with the general ledger.
  • Prepares new Member Applications for Committee approval in accordance with guidelines, ensuring all relevant information is included.
  • Maintains records and filing system (electronic and paper-based), including but not limited to agenda papers, minutes, policy and procedures documents, property and investment records, financial statements, leases and other documents relating to office premises and equipment, and archives.
  • Assists with the preparation of documents for Committee and Sub-Committee meetings.
  • Manages the Debtors ledger including issuing invoices for general debtors, ages and follows up on outstanding invoices, escalating those which need further attention. Reconciles Debtors Ledger with the general ledger.
  • Manages the creditors ledger ensuring that all charges are properly authorised and verified as received, before coding and allocating costs for authorisation and payment.
  • Maintains the SEARCH website keeping information up to date for events and organisational structure and governance as well as uploading new content approved to go onto the website and social media sites.
  • Manages the relationship with the website designer and any changes required.
  • Assists the Executive Officer to manage SEARCH elections, plebiscites and other consultations with members, attending promptly to all elements assigned to the Administration Officer.
  • Manages copyright requests and granting permission to use materials or resources.
  • Maintains an asset register for the Foundation with details including model, serial number, purchase date and cost.
  • Other duties as assigned by the Executive Officer.

Relationships & Tasks include:

  • Members – most important part of the Foundation – be there for them/ to solve any issue/inquiry they might have. Make sure they are happy.
  • Committee – maintain a good relationship, be prepared for anything they might ask
  • Executive Officer (EO)
  • Honorary Treasurer – assist with functions and information as required.
  • Refuge Accounting – Bookkeeping and Accounting – liaise and provide timely and accurate information as required.
  • Minto caretaker, main contact for any matter re Minto Bush Camp. Follow up with any outstanding matters, ensure timely processing of repairs and accounts payable. Take bookings for use of the camp using Skeeda and ensure payments are received in full prior to access and in accordance with the authorized policy.
  • Union NSW Reception –very important when it comes to meeting and events
  • SEARCH News editors –keep track of any suggestions/articles sent by members and submit to Communications Subcommittee - One Drive folder

Regular Events/Tasks include:

  • Committee meeting – approx. 6 per year
  • Sub-Committees: Communications and Finance & Investment – meet approx. 6 times per year. Assist with the preparation of Agenda papers, minutes and distribution as required.
  • Search News - assist the EO with preparation and manage distribution and follow up.
  • Education programs – working with the EO organising the events, promotion and follow up.
  • Forums/Conferences – Assist the EO with the organisation, promotion and management as required.
  • Zoom briefings of the Committee, Sub-Committees and members - Assist the EO and/or Chair with the organisation, promotion and management as required.

Additional Tasks and Responsibilities

  • Performs general clerical duties including but not limited to photocopying, mailing, outbound telephone calls to members, volunteers or members.
  • Other duties as assigned by the Executive Officer.Knowledge and Skill Requirements
  • Takes initiative and is self-directed, in line with assigned tasks/responsibilities in the Foundation’s strategic work plan.
  • Office administration skills and experience.
  • Organisational skills and experience.
  • Strong knowledge and experience using NationBuilder, Xero and Microsoft Office, including Excel.
  • Strong verbal and written communication skills.
  • Basic financial administration skills and experience, including the management of debtors and creditors.

Working Conditions

  • 18 hours a week for 3 days with a salary at the relevant grade for the position as per the Clerks Private Sector Award 2010.
  • Required to work three regular days per week. Days to be agreed with the Executive Officer.
  • Annual leave will be paid at 72 hours per annum. All leave is to be approved by the Executive Officer prior to commencement of the leave.
  • Sick and other leave with be paid as per the entitlements under the Clerks Private Sector Award 2010.
  • Superannuation paid at the rate of the Superannuation Guarantee (SG) which is currently 9.5%. Contributions will be paid monthly to the fund nominated by the employee. In the absence of a fund being nominated contributions will be paid to AustralianSuper, the SEARCH Foundation default fund.
  • Generally, if by agreement additional hours are worked the employee will be given time in lieu. Additional paid hours must be approved in writing by the Executive Officer prior to payment.

How to apply

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