Administration Lead / Supervisor

For 47 years, Brite has been creating meaningful employment and training opportunities for people in our community. Our core purpose is the provision of inclusive and accessible employment for people with disability. We empower our people by investing in their strengths and providing tailored supports, helping them to break down barriers and achieve their true potential. Through our innovative social enterprise solutions, Pak and Plants, and our boutique registered training organisation, we engage the community in purposeful partnerships, in which we are committed to delivering high quality services. We continue to work with local industry and community to develop an integrated and inclusive employment approach, driving change for a more inclusive society. 

As a charity, Brite offers salary packaging in addition to our wellbeing program, superannuation (exclusive of salary), and a great work-environment with up-skilling opportunities.

As the Administration Lead, you play a pivotal role in ensuring the efficient management of office operations within Brite. Supporting Brite across all departments, your primary responsibility is to devise and implement innovative strategies aimed at enhancing efficiency and productivity across Brite, thereby elevating the quality of services delivered to our stakeholders. You will play a key role in positively impacting strategic initiatives, overseeing project management, and effectively communicating objectives.  

Reporting to the General Manager – Corporate Services, you will ensure the seamless functioning of the Brite office, leading administration, customer service, event management, and marketing, with a significant focus on ICT services. Additionally, you will directly support compliance and audit coordination, ensuring adherence to ISO 9001 standards. Your role extends to facilitating participatory processes to foster the development of organisation-wide processes and systems, with a keen focus on continuous improvement. This multifaceted position demands exceptional multitasking skills and is integral to the diverse operations of Brite.  

Administration and Operations 

• Manage the day-to-day administrative, customer service, and operational functions of the organisation through the direct supervision of the Administration Team. 
• Effectively lead, supervise and coach the individual members of the Administration team and the team as a whole. 
• In collaboration with the key staff and work teams – plan, develop, implement and review internal processes, systems and controls, and undertake related change management activities to continuously improve efficiency and effectiveness of Brite’s administrative operations. 
• Prepare and format reports, presentations, documents, various meeting agendas and minutes.  
• With respect to operational matters, ensure communications, resolution of issues and process development. 
• Oversee the management of premises maintenance issues and identifying and sourcing facility/equipment needs as required. 
• Manage the organisation of internal and external meetings, workshops, seminars and related forums, including the Annual General Meeting, and provide support to Employment Services team events. 
• Organisational communication, scheduling and logistics for key events.   
• Manage the Brite donor, and member database and manage volunteer program.  
• Other duties as required.  
• Foster a culture that promotes ethical practices, continuous improvement, customer focus and service, and encourages individual integrity.  
• Represent Brite to the community, key stakeholders, customers, guests and visitors in a matter that enhances and promotes the reputation of Brite. 

Compliance and Quality Management 

• Oversight of the Quality Management System ensuring compliance with ISO 9001 standards. Ensure required activities are supported by management accordingly.   
• Contribute to the development, review and implementation of the policy and procedure framework. Coordinating the review and update of Brite’s documented policies and procedures to embed best practice and continuous improvement, ensuring they reflect the operations of the organisation. 
• Manage the version control register, ensuring the approval and distribution process is adhered to.  
• Contribute to the risk management register and support required actions within scope of the role. 

Marketing and Communications 

• Liaising with managed digital marketing provider, and in collaboration with the Management Team and key staff, oversee Brite’s communications and marketing strategies, including the management of Brite’s website, social media posts, preparation and production of the annual report, marketing materials, building signage etc. 

Information and Communication Technology 

• Oversight of Brite’s SharePoint and Intranet, ensuring currency and effectiveness of the system. 
• Assist in identifying ICT needs and coordinating work as required. 
• Key support in identifying ICT and system improvements for improved operations. 
• Manage the procurement and set up of staff equipment needs, as identified by the Manager – People and Culture. 

Specialist Knowledge & Skills 

• Minimum 5+ years’ demonstrated experience in Administration Lead or similar role. 
• Diploma of Business Administration or equivalent, or higher. 
• Proven leadership qualities backed up by exceptional business administration skills.  
• Strong interpersonal and communication skills with proven ability to facilitate teamwork and foster cooperation using influence, tact, discretion and impartiality across a wide range of internal and external stakeholders.   
• Proven organisational and time-management skills to manage multiple projects and execute plans to achieve key organisational priorities.  
• Highly effective skills in the use of Microsoft Office (Outlook, Word, PowerPoint and Excel) and Office 365 – SharePoint, OneDrive, and Teams.  
• Comfortable in ambiguity and operating in a changing environment with sometimes competing work priorities and deadlines.   
• Experience planning and leading strategic initiatives with proven success in a project management with excellent project reporting skills across internal and external stakeholder communication.  
• Experience in budget development and management.  
• Commitment to the United Nations Convention on the Rights of Persons with Disabilities, specifically, Article 27 Work and employment and recognition of the right of persons with disabilities to work, on an equal basis with others.  

Additional information 

• Brite Services is an Equal Opportunity Employer. 
• Brite is an organisation that values diversity and inclusivity. All staff and employees are required to have an awareness of inclusive practice principles as they relate to people with disability and other marginalised groups within our community. 
• The successful incumbent will be required to undertake and maintain a NDIS Worker Clearance Screening. Appointment is subject to the outcomes of these checks. 
• Brite reserves the right to vary the location of the position according to its needs and the needs of its clients and any future changes to Brite's area of operation. 
• Salary sacrifice arrangements are available to all staff subject Brite’s ongoing Fringe Benefits Tax exempt status as a registered charity. 
• The position requires a current Victorian Driver’s licence. 

Applications must include a cover letter addressing the Specialist Knowledge and Skills required for the role, along with your CV.