• Award Classification: NHACE Collective Agreement 2016, Schedule 3B
• Level 3 or 4 depending on experience and qualifications
• Schedule: Part time, must be available to work Tuesdays
• Reports to: Manager
• Location: 31 Clota Avenue, Box Hill

About Us 

Clota Cottage Neighbourhood House in Box Hill is a not for profit community-based organisation that brings people together to connect, learn, participate and contribute. It achieves this through delivering programs that focus on education, recreation, socialisation, and health and well-being. Founded in 1987, Clota Cottage has a long history strengthening local community connections through its adult education, community and volunteering programs.

About the Role

Reporting directly to the Manager, the Administrator will work in collaboration with an external Bookkeeper and liaise with staff, tutors, volunteers, participants, hirers, other Neighbourhood Houses, Council, service providers, and community groups. As part of our small, close-knit team, you will provide quality administration, financial support and customer service. To succeed, you must be well organised, efficient, unflappable, and genuinely enjoy administration.

General Administration 

• Provision of administration support to ensure smooth and timely operations.
• Respond to queries over the phone and face to face, providing accurate information about our programs, room hire and community activities.
• Ensure reception, meeting rooms, community kitchen and grounds are maintained to the highest standards presentation and are ready for activities (volunteers also assist). 
• Purchase stationery, office supplies and program resources, maintain asset register.
• Provide general day-to-day IT assistance such as set up new users and reset passwords, etc.
• Support student administration including enrolments, data entry and class resources.
• Assist the manager as required with other duties within the scope of the role.

Financial Administration 

• General financial administration, data entry, record keeping.
• Prepare data for the external Bookkeeper, including timesheets, accounts payable and receivable.
• Reconcile merchant and cash receipts, banking.
• Monitor and reconcile grant and funding receipts and expenses.

General Staff Responsibilities

• Establish a friendly and caring environment that ensures visitors to the Neighbourhood House feel welcome and receive exceptional customer service. This includes promoting principles of equity and respect between participants, volunteers, staff, and the wider community.
• Understand and adhere to organisational policies and procedures.
• Actively engage in the continuous improvement of operational systems and processes. 
• Develop and maintain detailed operational procedures relevant to your role.
• Work collaboratively with a focus on working as a team to achieve operational outcomes
• Ability to maintain strict confidentiality and handle sensitive information discretely.
• Attend external community activities and represent Clota Cottage as required
• Undertake professional development as appropriate and required.
• Contribute to a safe and healthy work environment by understanding and adhering to relevant compliance and WHS requirements.

Desired Skills and Attributes

• Strong administration and organisational skills with the ability to develop and improve processes.
• Understanding of financial administration processes gained through work or study.
• Exceptional people skills with the ability to communicate effectively with staff and community members face-to-face, via email and over the telephone. An ability to speak another language would be highly regarded.
• Sound judgment and discretion when liaising with staff, students, volunteers, community.
• Excellent time management with efficient, highly organised work practices.
• An eye for detail that results in quality and accurate output.
• Ability to work with limited supervision at times with demonstrated capacity to be self-directed, offering initiative and problem solving skills.

Key Selection Criteria

• Qualifications or experience in administration, financial services, or another relevant discipline.
• Demonstrated administration experience, with a focus on record management and use of databases.
• Good working knowledge of financial administration.
• Well-developed verbal and written communication skills.
• Excellent computer skills including MS office, student management systems, and ability to use/learn a range of other programs and applications.
• High level organisational skills with the ability to effectively prioritise, plan, develop and coordinate workload to meet deadlines and achieve objectives.

Additional Requirements

• Willingness to obtain a National Police Check.
• Working with Children Check or willingness to obtain one.
• First Aid Certificate or willingness to obtain and maintain.
• Full Covid vaccination.

For further information contact Simone Schweigert, Manager on 9899 0062. 

A position description is attached.