Office Management And Hr Coordination (0.6 Fte)

The Australian Refugee Association Inc. (ARA) is a community-based organisation providing settlement, migration, and other forms of assistance to refugees, migrants and other people of concern.

As a member of our team, you will be supporting new arrivals in South Australia to achieve their social, economic, cultural and community participation goals. You will be making a difference in the lives of individuals and families as they re-establish themselves in a new home.

The Office Manager plays a crucial role in supporting the operations of the Australian Refugee Association by overseeing administrative and HR functions as well as ensuring the smooth running of ARA's reception.

Office Management:

• Supervising administrative staff (2 x part-time Receptionists; 1 x part-time Corporate Services Officer) and delegating tasks to ensure efficient workflow within the office.
• Managing day-to-day office operations, including maintaining office supplies, equipment, and facilities management to ensure a productive work environment.
• Developing and implementing office protocols and policies and procedures to enhance operational efficiency and compliance with organizational standards.

HR Coordination:

• Assisting and coordinating recruitment processes, including job postings, screening resumes, and coordinating interviews.
• Coordinating new employee onboarding and orientation programs.
• Developing and implementing HR policies and procedures to enhance operational efficiency and compliance with organizational standards.
• Maintaining accurate HR records and ensuring compliance with relevant employment laws and regulations.
• Ensuring up-to-date registers for HR compliance matters, including Working With Children obligations and training requirements.
• Supporting training and development initiatives to enhance the skills of the organization's workforce – including development and coordination of a calendar of internal training activities.

Collaboration with the Executive Assistant: The Executive Assistant (0.6 FTE) and Office Manager (0.6 FTE) will coordinate schedules to collaboratively ensure both Executive Assistant and Office Manager functions and tasks are completed in a timely manner during the working week, able to provide backup in each other’s absence.

The Office Manager is expected to be highly organized, detail-oriented, and capable of multitasking in a fast-paced environment. Effective communication skills, leadership abilities, and a proactive approach to problem-solving are essential for success in this role.

Qualifications:

• Certificate IV in Human Resources (or similar) or equivalent skills and knowledge attained through relevant experience.
• Return to Work Coordinator certification (obtained within 6 months of commencement).

Required skills:

• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Proficiency in Office Management and Human Resource Management software and systems.
• Ability to multitask and prioritize workload effectively.
• Problem-solving and decision-making capabilities.
• Attention to detail and accuracy in work.
• Team leadership and supervisory skills.
• Knowledge of HR processes and procedures.
• Fluency in languages commonly spoken by refugees in Australia is an advantage.

Required experience:

• Prior experience in Office Management, human resource coordination, or administrative roles, preferably within a non-profit organization or community services setting.
• Experience in coordinating events, meetings, and travel arrangements.
• Proven track record of managing staff and fostering a positive work environment.
• Familiarity with compliance requirements related to employment regulations, workplace health, and safety standards.
• Experience as a staff contact person for complaints and grievances would be an advantage.
• Experience working in a job-share role is desirable.

Special conditions:

• Must have evidence of Australian residency or right to work in Australia.
• Must be willing to participate in training and development opportunities as part of continued professional development.
• Must be willing to work in various locations within the metropolitan area.
• Must be willing to participate in occasional after-hours work.

The successful candidate will receive ongoing support from a diverse team and access to ongoing professional development opportunities and will form part of ARA’s Corporate Services Team.

Initially this is a part time role (3 days per week) offered on a fixed term to June 2025, with the intent to grow the role as our business grows. The role is classified as Level 3-4 under the SCHADS Industry Award dependent on skills, experience, and qualifications. ARA is a Public Benevolent Institution and able to offer salary packaging benefits.

Applications can be lodged by clicking on the "Apply" button below, or via ARA's job portal on our website (https://www.australianrefugee.org/get-involved/joinourteam/). Please provide a cover letter addressing the position description, along with your resume and the contact details of three referees. All applications will be treated in strictest confidence.

ARA is committed to equal employment opportunity. Individuals from culturally and linguistically diverse backgrounds and communities are strongly encouraged to apply.