AddressBackpacks 4 VIC Kids is a dynamic and exciting workplace where one day is rarely the same as the next, and new opportunities and tasks are emerging on a daily basis. We are looking for an experienced Office Manager to lead and manage the day-to-day office function of Backpacks 4 VIC Kids (B4VK). This role includes a broad scope of tasks, managing both high level administration tasks and human resources to support the achievement of the goals of B4VK and to ensure continuous improvement of administration processes.
Working closely with and in support of our team you will perform various tasks and have responsibilities, such as reception, customer service, order processing, daily bookkeeping, copy editing and social media management, communications management, volunteer recruitment and induction, planning events and fundraising drives, and handling specific types of tasks or paperwork for specific programs.
To succeed in this role, you will have excellent people management and communication skills, as you will collaborate with internal team members and external parties to achieve your goals. You will be a team player and have a ‘positive can do’ attitude. You will be required to ensure there is always a continuation of office management processes, ongoing improvement and effective service.
This role is best performed onsite during normal office hours due to the nature of the responsibilities and to ensure effective support of volunteers. At times, there may be a requirement to work outside of normal hours for example, at occasional community events and network meetings representing B4VK.
Key Tasks:
Strong client-facing and teamwork skills with the ability to influence people to act in a positive direction
Proven work knowledge of procedural/operational methods of a workplace
Solid organisational skills, including multitasking and time-management
Ensure minimum levels of office and amenities consumables and supplies are maintained
To recruit, induct and support new Backpacks 4 VIC Kids (B4VK) volunteers to fulfill human resources required to achieve organisational goals
Advertise voluntary positions vacant and manage expressions of interest and applications in consultation with B4VK staff
Ensure all volunteers (including onsite and remote) have completed the induction process including site induction, safety procedures and adhere to workplace health and safety policies
Welcome corporate volunteering teams following established processes including follow up after volunteering session
Maintain up to date record of personal details of all volunteer's securely, ensuring confidentiality is maintained through BetterImpact subscription
Together with the Programs Impact Manager and Operations Manager, support individual volunteers to ensure the smooth running, and achievement of operational goals of the organisation
With the Management team, plan and deliver B4VK volunteer appreciation events including giving recognition and strengthening team connections to increase volunteer retention
Liaise with Management regarding potential development of individual volunteer roles
Monitor inboxes, answering services and attend to communications regularly, including telephone, social media, post, deliveries and email, and take the required actions within the scope of the role
Process Supply Requests from email inbox to SOSInventory and notify Leadership Team
Source stock items as identified by the team through various channels within the authority of the role
Record and manage incoming deliveries and donations
Attend to donor acknowledgement and supporter recognition including maintaining and updating the Donor Database in SupporterHub
Process cash and cheques received, manage gift cards/vouchers, manage petty cash and a float, prepare banking and maintain up to date electronic records as per authorised processes
Attend to daily bookkeeping in Intuit online
Attend to reception and administration tasks as required, problem solving by referring to Backpacks 4 VIC Kids established practices, procedures and instructions
Comply with Workplace Health and Safety legislation
Issue legal and compliance paperwork as required to authorities referring volunteers
Provide assistance and/or support to senior employees
Ensure office equipment is maintained and operational at all times
Ensure office and grounds are maintained and tidy
Requirements:
Current Victorian Driver’s Licence
Optional First Aid training
Certificate IV in Business Administration or comparable education
Human Resources Management / Leadership experience
Decision Making ability
Initiative
Having a coaching outlook and welcoming demeanour to manage volunteers effectively.
