Position Objective:

Big Group Hug is seeking a highly motivated Warehouse Support and Administration team member, in a part-time capacity, working from our Thomastown location, with the possibility of some visits to Airport West and Tarneit Hubs.

The Warehouse Support and Administration role will report to and work closely with the Warehouse Manager, manning the front desk, managing stock levels, rearrangements and reallocations, purchasing, general admin and on-site relief as required, to assist in achieving the goals of Big Group Hug (BGH); primarily the collection and redistribution of new and pre-loved baby goods, books, toys and nursery equipment to families in need. Some driving may also be required for deliveries and or collections of material aid.

The role works closely with volunteers providing on-site support and resources as required. The role also collaborates with the Request Coordinator and Volunteer coordinator.

About Big Group Hug

Big Group Hug is a volunteer-driven, not-for-profit organisation founded in 2014. Head Office is based in the northern suburbs of Melbourne, in Thomastown. We have satellite locations in Airport West and Tarneit. Big Group Hug supports vulnerable and disadvantaged families in need, by providing new and pre-loved goods to help these families care for their children, aged from newborn to 16-year-old.

Our core belief is that all children deserve the best start in life, so for us, the child is the focus of everything we do. Our team is made up of over 350 individuals/volunteers who are determined and committed to assisting every family who asks for help.

KEY RESPONSIBILITIES

The The Warehouse Support and Administration role will be responsible for on-site support and administration at the main BGH Warehouse. This includes:

Front Desk / Reception

• Greet donors and accept donations
• Hand out material aid to Case Workers
• Ensuring front area is tidy and safe
• Triage donations at front door and moving stock to appropriate area in the warehouse

Stock Management & Warehouse

• Warehouse stock rearrangements, condensing items on shelves to allow for overstock
• Stocktake and inventory level checks
• Identification of items we need and items we need to pause accepting
• Warehouse safety audit and support of warehouse OHS activities (e.g. chemical register updates)
• Ensuring warehouse is clean, neat and walking areas are clear
• Liaise with other organisations to redirect excess stock to
• Assisting other members of the warehouse team with difficult tasks e.g. lifting, van loading and unloading
• Task identification and setup for group volunteering session (workplaces and schools)
• Evening volunteering sessions: identify and assign tasks beforehand, setup tasks and communicate these to session supervisors
• Documenting warehouse procedures and reference material to support safe and efficient on-site operations and site to site operations
• Wheel out bins

General Administration

• Triage and manage administration related correspondence
• Letterbox mail collection, sorting, scanning and filing
• Parcel collection, item cataloguing and placement in appropriate section of warehouse
• Process expense claim forms and invoices with Accounts Team
• Manage petty cash transactions
• Chair meetings and minute taking
• General printing and filing

Purchasing

• Purchase and track warehouse consumables (e.g. milk, tea/coffee), various supplies (e.g. stationary) and hardware parts (e.g. missing baby hardware parts, mattress protector covers etc)
• Grant purchasing including , developing relationships with suppliers, identification of suitable items, obtaining quotes, purchasing (online and in store), tracking and cataloguing (including photos) and saving invoices
• Liaise with and place orders through 3rd party suppliers, including issuing thank you letters
• Collect online orders in store

Miscellaneous

• Support Warehouse Manager and Warehouse Team as required
• On-site relief for various warehouse tasks, to meet BGH’s objectives. Such as:
  • Volunteer inductions
  • Material aid pack preparation
  • Van driving (not essential but will be highly regarded, requires a standard driver’s licence)

CAPABILTIES AND BEHAVIOURS

• Sound time management, planning, and organisational skills
• Highly developed communication skills both written and verbal
• Independent and motivated – a self-starter who likes to take initiative
• Thrives acquiring new knowledge and skills, and has a willingness to learn and continuously improve
• A multi-tasker who can work well under pressure, to deadlines, and meet shifting priorities
• Outstanding attention to detail
• Proficient in using a range of Microsoft Office packages in particular Teams, Excel, SharePoint and Word
• Successful candidate will require a Working with Children’s check and Police Check
• The following would be highly regarded:
  • Experience working in a warehouse
  • Experience working for a not-for-profit organisation
  • Occupational Health and Safety (OH&S) and risk management experience
  • Valid driver’s license

A position description is attached.