The context

Wombat

Wombat Housing Support Services is one of the largest providers of housing and support services to people in the Western Metro Region. It is a community-based organisation managed by a Board.   

The culture of Wombat is about: 

• Integrating new programs and ideas 
• Providing services that are accessible, transparent, fair & equitable 
• Being sensitive to the needs of diverse cultural & language groups 
• Recognising the right of all age groups to access appropriate services, including children, young people and older people  
• Cross program service delivery 
• Embracing and generating change that is positive 
• Accountability, inquiry and reflection 
• Hearing and accounting for different views 
• A workforce representing diversity in experience, age and ability 
• Valuing staff and encouraging wellbeing 
• Providing a flexible and supportive work environment. 

Wombat’s existing services include: 

• Support & Advocacy for social housing tenants 
• Support programs for Department of Human Services youth clients  
• Transitional support services for Families, Single People and Youth 
• Support programs for young people on parole & Leaving Care 

Wombat is also the auspice for the Western Homelessness Networker and managers the LGBTI+ capacity-building project and Continuing Care Living skills project.  

The position

Role

The Office Manager is responsible for the development and implementation of a range of high quality and efficient systems and procedures to support the day to day operation or Wombat Housing Support Services.

Scope

With the support of the EO and the Management Team the Office Manager will play a critical role in the smooth running of the organisation.

Reporting and Accountability

The position reports to Wombat’s Executive Officer. 

Support and Supervision

The Office Coordinator will participate in regular support and supervision meetings with the EO.

Duties & Performance Monitoring

Duties

To carry out the duties in accordance with the philosophy, policies, work practices and protocols of Wombat Housing Support Services, particularly the following:

• Coordinate the Administration Support Team (including providing individual supervision)
• Assist with of employment and induction of new staff (posting ads, arranging interviews etc) 
• Develop and maintain a Personnel File system 
• Oversee payments, invoicing and liaising with bookkeeping/finance staff as directed by EO
• Oversee purchasing and petty cash reconciliation 
• Develop and manage a donation process including receipt and acquittal 
• Co-ordinate property and building matters (e.g. maintenance, security, storage, assets, contractors & cleaning)
• Provide data as required to management and submit monthly data reports
• Assist with monitoring and implementation of Continuous Quality Improvement systems
• Enhance and oversee systems such as Document Control, communications and booking systems 
• Co-ordinate a central administration filing system
• Develop & manage internal databases as required
• Maintain an up-to-date website & other social media 
• Assist with provision of Information Technology including liaison with IT provider 
• Contribute to robust privacy and confidentiality systems
• Coordinate and produce reports including assisting with the annual report
• Promote a positive image of Wombat with external organisations and individuals 
• As a member of the staff team to contribute to the development of the policies, programs and procedures of Wombat Housing Support Services To assist the EO on office related issues as directed.

Performance Monitoring

Performance will be assessed against a negotiated Work Plan.

The Conditions

Job Title: Office Coordinator

Salary: SCHADS 6 

Salary sacrificing is available, within the limit of the law.

Position reports to: Executive Officer

Working hours: 0.8 EFT, 30.4 hours per week

Conditions: As per Wombat EBA 2016 which includes:

• Five weeks paid annual recreation leave
• Grace & Favour days between Christmas & New Year

Terms of Contract: Appointments will be made for a term of 12 months.

Appointment is subject to a satisfactory Police Check and Working with Children Check. 

In the event that a candidate has resided overseas for more than one year in the preceding 10 years, an International Police check will be required prior to commencing work. 

A Probationary Period of 3 months will apply.

Key Selection Criteria

• Demonstrated experience in office procedures and implementation of organisational processes
• Experience in overseeing IT systems 
• Experience in the development and maintenance of data-bases
• A high degree of financial literacy including experience in reconciliation and acquittal 
• Ability to maintain an up-to-date website and other social media
• Experience in the production of high quality reports
• High level personal organisation and time management skills
• Proven ability to work independently and under direction
• Demonstrated enthusiasm for working as part of an effective team
• Demonstrated experience in supporting and coordinating staff including providing individual supervision
• An understanding of privacy issues and a commitment to respectful service delivery
• Commitment to contributing to the development of the organisation and its desire to deliver quality services to people experiencing homelessness and related issues. 
• Capacity and ability to communicate well with a diverse range of people, including people with challenging behaviours.

Enquiries:

Rebecca Cleaver: Ph: 8327 2222

A position description is attached.