Administration Officer

Well known State-wide organisation network, Opportunity to develop and implement new procedures, Flexible working hours and negotiated additional leave.

Central Grampians LLEN is a collaborative, community-based planning network which draws together leaders from industry, government and the community to provide opportunities to youth within the region. CGLLEN auspices a number of programs in addition to SWL; including Engage! and FReeZA, the L2P Learner Driver Mentoring Program, the Central Grampians Jobs and Training Connection and The Resilience Project.  These programs aim to link young people to community and local industry, build their skills and showcase their abilities.

 

JOB SUMMARY

The Administration Officer will be responsible for providing support to both the Business Manager and the Executive Officer across a range of activities and programs including finance, data entry, file maintenance, reception, scheduling and project support.

 

KEY RESPONSIBILITIES

  • Promote all CGLLEN programs to relevant contacts, schools, local community, government and industry.
  • Provide support to the Communications Manager in maintaining the CGLLEN webpage and other media platforms, ensuring it is current and meaningful.
  • Assist the Executive Officer with data entry and administrative management of the Structured Workplace Learning (SWL) program.
  • Assist the Business Manager with administrative activities including payroll, financial management, file maintenance and property management (i.e. arranging for maintenance and contractors)
  • Responsible for the management of reception including answering the phone, taking messages, managing the CGLLEN schedule, taking meeting minutes and other administrative support activities as required.
  • Act as the initial contact for all visitors to the CGLLEN, assess enquiries and direct as appropriate; make referrals to youth service providers according to CGLLEN procedure.
  • Strengthen partnerships between all key stakeholders, particularly youth service providers, the broader community and industry. Participate in or facilitate appropriate committees, networks and other groups.
  • Evaluate and report on GLLEN administrative procedures and make recommendations as required.
  • Facilitate innovation and continuous improvement to meet the changing needs of CGLLEN.
  • Ensure all data collected is maintained in accordance with relevant policy and procedures, and confidentiality compliance.
  • Undertake relevant project work that enhances the participation of youth with the CGLLEN programs.
  • Work with the Business Manager to develop CGLLEN administrative policies and procedures, standardised templates and other key documents as required.
  • Work with all members of the CGLLEN team to identify potential areas for collaboration across the organisation.
  • Share relevant knowledge and expertise within CGLLEN in order to facilitate effective delivery of programs within the local region.
  • Assist with the preparation of reports as necessary and ensure that all reports meet formatting standards required under the contract guideline.

 

SELECTION CRITERIA

Essential:

  1. A qualification (Degree/Certificate level or intention to obtain) in a relevant discipline and/or extensive experience in a similar environment.
  2. Able to confidently establish and maintain collaborative partnerships with a range of stakeholders from business, industry, community, government and education sectors.
  3. Demonstrated ability to establish clearly defined objectives and priorities in order to plan for the achievement of requirements within required timelines.
  4. Demonstrated highly developed communication, presentation, event management, sales and interpersonal skills including the ability to show initiative, problem solve and maintain credibility. Enthusiasm and tenacity are vital.
  5. Demonstrated experience in the preparation of a range of documents using clear, concise and grammatically correct language.  Ability to pay attention to detail ensuring high quality products/outcomes.
  6. Demonstrated ability to interact and communicate positively with young people.
  7. Demonstrated capacity to work effectively in a small team environment and to work independently.
  8. Demonstrated ability to collect, analyse and source relevant data and research then utilise this information to inform evidence-based responses.
  9. Demonstrated high level computer skills including the use of the Microsoft Office suite of applications and relevant software.
  10. Works with others to achieve common goals; engenders a spirit of team work; listens actively and inspires confidence and trust.
  11. Has integrity and principles; is committed to CGLLEN values; reflects expected standards of behaviour.

Desirable:

  1. Knowledge of Local Learning and Employment Network and familiarity with administrative management process.
  2. Experience working in the not-for-profit sector.

 

 

02/12/2019 $0 Ballarat 1 Administration & Office Support
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