AddressThe Office Manager’s role is to manage the day to day operations of the Warmun Administration Office in the delivery and coordination of services to Community members, provide executive assistance to the CEO, coordinate visitor access to Warmun community and ensure efficient and sustainable administration systems are developed and maintained.
This role is being advertised concurrently on Seek with the Warmun CEO role. Couples are encouraged to apply for both roles.
DUTIES
Reception – The reception is the interface with community members and visitors to Warmun including local and regional service providers and visitors to the Warmun Art Centre. The manner and efficiency of the response to needs and enquiries reflects on the image and reputation of Warmun Community. The Office Manager is expected to:
- Supervise, train and mentor the Receptionist and other administration staff.
- Ensure the counter service is efficient and appropriate systems are in place to deliver the service expected by Warmun Council.
Administration – “The Office” is the administration hub of the organisation. All staff depend on “the office” for technological, communication, information and practical support. The Office Manager is required to:
- Ensure the supply and maintenance of office equipment meets the needs of program staff and the administrative functions of the organisation.
- Develop and maintain appropriate security systems to ensure client information, assets and spaces are safe at all times and that both staff and community members can be confident that confidentiality is assured.
Council - The Office Manager provides Executive support to the CEO in working with the elected Council of Warmun Community Inc. Duties include:
- Preparations for all Council and interagency meetings.
- Developing and maintaining appropriate and efficient systems for the management of all governance documents for the organisation including funding contracts, meeting minutes, policies and procedures.
Human Resource Management Support – The Office Manager supports the CEO in the management of Warmun Community Council’s Human Resources. Duties include:
- Together with the CEO and program managers, supporting and coordinating recruitment, employment and induction processes.
- Ensuring that all information required for new employees is provided, and employment contracts are created, signed and filed.
- Ensuring that systems are in place to manage personnel information professionally, efficiently and confidentially.
Financial Administration - Warmun Community Inc. outsources their accounting and financial management. Together with the CEO, the Office Manager liaises with the accounting service to ensure that all financial responsibilities of the organisation are managed professionally and proficiently. Duties include:
- Developing and managing appropriate income and expenditure, administrative procedures and supporting and informing the work of the accounting service.
- Ensuring efficient Payroll procedures and records are developed and maintained.
Centrelink – Warmun Community Inc. has a contract with the Department of Human Services to maintain a Centrelink Agency. The Office Manager ensures that Warmun Community Inc. meets their contractual responsibilities. This includes the employment, supervision and support of Centrelink Agency workers.
Building Maintenance and Security – Along with “the Office”, Warmun Community Inc. manages a number of community facilities including the Early Learning Centre, Women’s Centre and Safe House, Yellow House, Community Resource Centre, Community Hall, Recreation Centre, visitor accommodation and staff housing. The Office Manager is responsible for:
- Developing and maintaining an accessible and secure key management system for all locations.
- Supporting Program Managers and their staff in ensuring buildings are secure, kept in good repair and cleaned regularly.
- Supervise Office staff in ensuring all areas in in the Administration building are kept clean and in good order.
- Managing the bookings and invoices for external services using community facilities and accommodation.
Policy and Procedures – Policies and procedures developed by the CEO, Program Managers and Community Council are documented and maintained by the Office Manager who ensures the information is accessible and up to date.
SELECTION CRITERIA
QUALIFICATIONS
Recognised qualifications in Office Management, Office Administration, Human Resource Management, Financial Management or related disciplines.
SKILLS AND EXPERIENCE
- Excellent organisational and office management skills, including financial management.
- Proven experience with and knowledge of office systems and equipment. Experience in supervising and mentoring staff.
- Demonstrated skills in working with Microsoft Office programmes including Word, Excel and Outlook.
- Excellent oral and written communication skills.
- Ability to work with minimal direction and to exercise initiative and discretionary judgement.
- Well developed time management skills and the ability to meet deadlines.
- An A class driver’s licence.
