AddressSpringvale Service for Children (SSC), has an exciting opportunity for an Executive Assistant and Office Manager to support our Director and our growing operations team in Springvale. This role is an in-person role based in our vibrant office.
We are a dedicated organisation committed to providing exceptional service to children and families. You will be working in close partnership with the Director, fostering honest and open communication and feedback, collaboration across all levels, and striving to make our workplace a great and enjoyable place to be. This integral role will rely on your expertise and organisational skills to set the pace and be the heart of our team.
Key Tasks:
Time Management:
- Support the Director by overseeing her diary, priorities, and timelines, considering all SSC activities.
- Assist the Leadership Team by scheduling and monitoring processes, activities, and projects to ensure on-time completion across the organisation.
Administration Systems and Processes:
- Continuously review, monitor, recommend, and implement improvements to SSC’s administration systems and processes to optimise costs and outcomes.
HR Management:
- Oversee HR activities including recruitment, onboarding, and staff training.
- Manage employee records and ensure compliance with organisational policies and legal requirements.
- Provide support and guidance to staff on HR-related matters.
Assets and Insurances:
- Implement asset acquisition and disposal recording for depreciation and insurance purposes.
- Manage the relationship with WorkCover, including annual remuneration, new work sites, and levy rates.
Information Storage and Archiving:
- Develop long-term policies and procedures with the Leadership Team and external service providers, with a focus on security. Train and monitor staff accordingly.
Financial Overview:
- Support the Treasurer and Director in steering the budgeting process. Guide timely financial reporting and review actions, facilitating further analysis and corrective actions where required.
Board of Management:
- Support the Secretary in drafting agendas, minutes, and other necessary documentation for the Board of Management. Check the progress of agreed actions and ensure regulated reports are compiled and submitted as required.
Projects:
- Collaborate with the Director and Leadership Team to steer and monitor the timelines for agreed improvement and development projects. Facilitate appropriate recording and access to relevant information for all involved.
Other:
- Be alert to opportunities to improve and develop SSC’s operations, providing constructive assessment and proposals/solutions to the Director and Leadership Team.
- Accept changes in responsibilities of the role consequent to progress in the tasks listed above.
About You: To be successful in this role, you will need experience in administration and supporting senior leaders, preferably in a professional services environment. You will:
- Have previous experience working in a hybrid Executive Assistant and Office Management role.
- Have the ability to multitask and prioritise operational and strategic priorities.
- Be comfortable and experienced with invoicing and financial systems.
- Possess exceptional communication skills.
- Handle confidential information with discretion.
- Have valid Australian working rights.
We recognise that we are only as good as our people, and we want to help our people be the best they can be. We ensure all our employees can grow with the organisation through career and professional development.
How to Apply: Please submit your resume and a cover letter outlining your suitability for the role.
Springvale Service for Children is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
