Administration Manager

Administration Manager - Part time (Wednesday - Friday)

Organisation Background

Kew Neighbourhood Learning Centre is a not-for-profit Organisation based in Kew.  We deliver educational programs, aged and disability programs and health and wellbeing programs.  There are 2 Social Enterprise activities, the Sparechair Café and the Just in Time Garden and Maintenance Enterprise.  KNLC also actively develops and participates in key yearly initiatives, including, but not limited to, one off projects and events. There are also Fee for Service Programs.

Administration Manager 

We are looking for an ambitious and self-driven Administration Manager to join our team.  The Administration Manager is expected to have demonstrated experience in both administrative and bookkeeping practices. 

The Administration Manager position is a newly created senior position working closely with, and directly responsible to, the Executive Manager.  The incumbent will be responsible for the daily administrative operations.  Duties will include hands on front of house reception, bookkeeping, some HR and compliance oversight.    

In collaboration with the Executive Manager, you will be involved with the development and implementation of an operations strategy and manual. In collaboration with the Executive Manager, you will be instrumental in the delivery of the key strategic administrative and financial functions of the Learning Centre.   

The position will oversee the expansion of the operations and administration functions, including digitising all front of house functions.  It will drive the review of administrative practices and develop a manual to detail functions and train staff and House volunteers in the new practices.   This position will work side by side, as required, with all KNLC staff to ensure a professional and well organised Organisation.

The position incumbent will be a key lynchpin for our busy team, see solutions where others see obstacles, manage systems like a pro and be a fierce brand advocate for KNLC.

Responsibilities and duties:

Targets & KPI’s - HR

1. Make recommendations to the Executive Manager to improve administration processes and create administrative efficiencies.
2. In collaboration with the EM, implement policies and procedures that promote Organisational culture and vision.
3. Support the Executive Manager in the recruitment of staff to ensure program growth and development.
4. Oversee daily administrative operations, engaging with Program Coordinators to ensure they are meeting compliance outcomes.
5. Transition the administration area to an electronic file management system.
6. Management of front of house operations, including office reception staff and the recruitment and training of office volunteers.
7. Assist as required in the establishment and support of fee for service program growth and impact.

Targets and KPI’s – Governance, Compliance and sustainability

1. Support the Executive Manager to ensure program staff meet funding compliance, data and acquittal requirements.
2. Ensure the Childcare Coordinator is maintaining accurate childcare compliance and regulation records.
3. Train program staff in the use of the electronic file management system.
4. Oversee a centralised ordering system for stationery, office supplies and equipment for all program areas. 
5.  Provide and oversee administration and logistic support as directed (AGM, EOY preparations, program/project launches)
6. Ensure staff maintain compliance with government regulations (incl: Council, ABS)
7. Ensure administration maintains an up-to-date fixed assets register.

Targets and KPI’s - Finance

1.  Support the Executive Manager with the preparation of annual organisational budgets, including tracking, reporting and analysing budget variances.
2. Recommending changes in policies or procedures that will improve financial performance.
3. Overseeing the invoicing and payments received.
4. Manage reconciliations for grants and balance sheet accounts.
5. Manage end of week/month reconciliations and banking.

About You

This job is for a TEAM PLAYER who does not mind getting stuck in and doing anything.  We all pitch in.  You will need to think on your feet and be flexible in your approach – we are constantly trying new things and adapting to our environment.  You need to be professional, but with an ability to make administrative tasks exciting and have enough financial acumen to ensure our finances stay in shape.

Ideally, you will have a Business/administrative qualification, with a strong financial background and passion for numbers.

It is important that you are culturally aligned with our organisation, its’ purpose and values and are passionate about making a difference in the community.  

Other Requirements

Experience and understanding of Xero Accounting systems.

Demonstrated experience in front of house operations and managing a small administration/reception team.

High level Organisational skills

High level bookkeeping skills and bookkeeping qualifications (mandatory)

High level digital skills

Minimum 2 years’ experience working in a pressured environment.

An understanding of Community Organisations and Learning Centres

WWC and current Police check mandatory.

First aid 

You must have full work rights within Australia.

For further information, including a full job description and to apply please contact Barbara on 03 9853 3***