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Executive and Operations Support Coordinator

Justice Reform Initiative
  • Location: Sydney (although flexible working conditions and applications from other jurisdictions considered)
  • Full-time: 38 hours per week
  • Contract to June 2023
  • Guide: Between SCHADS Award Level 5.1 and Level 7.1 depending on experience
  • Reports directly to the Executive Director
  • Aboriginal and Torres Strait Islander people are encouraged to apply
  • People with lived experience of incarceration are encouraged to apply.

Are you an experienced administrative professional? Do you have an interest in social change and reducing the numbers of people incarcerated across Australia? Are you keen to share your administrative and operational expertise and knowledge to help shape the processes and operations of a new organisation? The Justice Reform Initiative is looking for an enthusiastic, motivated and organised professional who is passionate about bringing about justice system change.

The Justice Reform Initiative is a new national justice advocacy organisation working to reduce over-incarceration in Australia and promote a community in which disadvantage is no longer met with a default criminal justice system response. The Justice Reform Initiative currently has a network of over 100 eminent Australians as patrons, including two former Governors-General, former High Court judges, former parliamentarians from all sides of politics and many other established community leaders. We also have strong support and partnerships with organisations and stakeholders around Australia who are all working to reduce incarceration. We are excited to start building our employee team in order to achieve our goal of reducing the numbers of people in prison by 50% by 2030. The Executive and Operations Support Coordinator will work directly with the Executive Director to implement the strategic plan and drive reform.

Key Responsibilities

  • Provide administrative and secretariat support to the Board and Patrons groups in each jurisdiction, by convening and managing patron and board meetings, drafting agendas, compiling meeting papers and recording minutes.
  • Support the ED with stakeholder engagement and management (including maintaining a schedule of follow ups for meetings, supporters) and provide assistance with coordinating political delegations and retaining records of political meetings.
  • Manage the ED's calendar and organise the scheduling of appointments, meetings, events, and organising of travel when required
  • Assist in the development of the JRI systems for document and information management, including online systems for storage.
  • Develop systems for effective internal communications across the organisation as the organisation grows
  • Coordinate the annual report, annual general meeting and other activities required under the JRI constitution.
  • Provide administrative and operational support when required to the JRI Advocacy and Campaign managers across Australia (including in the organisation of local patrons meetings, and coordinating external stakeholder engagement and meetings).
  • Manage e-mail and physical correspondence, including developing processes for patron correspondence and updates, responding to new contacts via the website, and responding to letters from people in prison.
  • Support the ED with coordinating events in different jurisdictions (including launch events, conferences, creative events)
  • Provide the ED with human resource support (for instance in terms of EAP, staff recruitment, staff engagement, and the development of processes where needed)
  • Coordinate the updating of internal organisational policy (ensure policies are up to date, relevant and updated when needed)
  • Provide administrative assistance with JRI supporter and volunteer management, including coordinating regular supporter e-mail blasts and updates
  • Provide administrative assistance with the JRI website
  • Provide secretarial, executive, project and administrative support to the ED as required, including the assistance with the preparation of materials for meetings
  • Provide support to the Executive Director to support the function of a newly established and evolving organisation by assuming additional or modified functions to meet the changing needs of the organisation as required.
  • Any other additional responsibility in line with the role as requested by the Executive Director consistent with the strategic plan implementation

Knowledge, Skills and Experience (Selection Criteria)

  • Strong Interpersonal Skills: Ability to maintain positive, warm and professional relationships both internally (including with staff, board members and JRI patrons) and externally, with diverse stakeholders including people with lived experience of incarceration, advocacy organisations, community sector groups, parliamentarians, government representatives, members of the judiciary, and the media.
  • High Level Communication Skills: Excellent written and verbal communication skills alongside the ability to listen thoughtfully and summarise and thematise complex information (including during patron and board meetings)
  • Excellent computer skills: High level skills and experience with Microsoft Office (Word, Outlook, Excel and PowerPoint), and confidence to learn new skills and new programs where required.
  • Strong Management and Organising Skills: Ability to implement and maintain solid administrative processes and systems for the smooth operation of the Justice Reform Initiative (with a focus of implementing systems for sustainable organisational growth). The ability to respond thoughtfully to multiple and competing demands, prioritise work, and manage multiple projects across multiple jurisdictions.
  • Motivated and independent: The ability to work in a small team, with minimal supervision, and a high degree of autonomy, confidence, and independence.
  • Integrity: Demonstrated experience working in environments which have required a high degree of integrity, judgement, confidentiality, sensitivity and thoughtfulness.
  • Qualifications and Experience: Experience of at least three years in high-level administrative/operational positions or equivalent.
  • The unrestricted right to work in Australia

A position description is attached.

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