About Mary MacKillop Today

Mary MacKillop Today is an international development organisation working in Australia and overseas. We build partnerships that create opportunities for self-determination through education and the teaching of practical life skills to women, men and children.

Established in 2018, we continue the legacy of a 150-year-old ministry founded by Saint Mary MacKillop. We are proudly continuing the works of the Sisters of Saint Joseph, transforming lives through learning for life so that all may flourish.

We directly manage and implement programs with a range of local partners in Australia, Timor-Leste, Fiji and Peru in the areas of education, health, financial inclusion and livelihoods. We stand with the marginalised poor in rural and remote communities, so they can realise their potential.

Our work is funded through the generosity of individuals, schools and parishes, trusts and foundations and government grants.

Mary MacKillop Today is a registered charity, a member of the Australian Council for International Development and is accredited by the Australian Department of Foreign Affairs and Trade (DFAT), responsible for managing the Australian Government’s development program.

Mary MacKillop Today receives support through the Australian NGO Cooperation Program (ANCP).

About the Role

The Office Manager is responsible for the day-to-day office management and administration support across a range of functions to ensure the organisation runs smoothly and harmoniously. This role is responsible for administrative support, human resources administration, executive support to the CEO and leadership team, and general office management.

The Office Manager will have broad administrative knowledge and the ability to operate confidently on various IT platforms for each of the role’s responsibilities. The role requires solid judgment, discretion, initiative, flexibility, and the ability to coordinate a wide range of information, working in collaboration with others to enable the effective delivery of day-to-day activities and strategic business objectives.

The role requires a highly motivated and organised individual with a proven track record of performance, exceptional stakeholder management, and communication skills (written and oral), along with strong planning, organising and analytical skills.

Key responsibilities

Office Management:

• Promoting a friendly environment of welcome, service and professionalism
• Taking incoming calls, responding to email enquiries and welcoming visitors
• Maintaining office supplies and equipment including support for printer/copier/scanner, phone system and video conferencing
• General office maintenance including identifying any improvements in processes or systems in the workplace
• Organising and managing staff and social events
• Act as a main point of contact for IT, troubleshooting, Office 365, general and ad-hoc enquiries
• Overseeing and coordinating Work, Health & Safety matters
• Liaising with suppliers and contractors including Office365, Zoom, Employment Hero, IT, BoardPro, LexisNexis, Probity People, and Culture Amp and managing memberships.
• Undertake other duties as required and directed by Manager and/or CEO

Administrative Support:

• IT troubleshooting, resourcing, and liaison
• General correspondence, filing and retrieving records and documents
• Maintenance of SharePoint filing system across the organisation

Executive Support:

• To CEO and Leadership Team:
  • Executive assistance to the CEO including diary, travel, expense, and document management
  • Provide operational and governance support to the CEO
  • Coordinate Leadership and staff related meetings and events (face-to-face and virtual) including meeting rooms, technical equipment requirements, materials, catering
  • Preparation of agenda, taking, and distributing minutes
  • Creating itineraries and organising travel bookings for Leadership and Board members
  • Managing calendar reminders for board due dates and other important deadlines
• To Board and Audit, Finance, and Risk Committee:
  • Managing online Board management system (BoardPro) including preparation of meeting papers, distribution and filing of meeting packs and minutes
  • Coordination and hosting of all Board and Committee Meetings, including Committee minute taking, ensuring meetings run efficiently and effectively in person and online.
  • Follow up of Board Meeting and AFRC Meeting action items and document management

Human Resources Administration:

• Overseeing the recruitment process including posting job ads, coordinating communication with candidates, scheduling interviews, and monitoring the Recruitment inbox.
• Onboarding and offboarding of staff, volunteers, Board members, and contractors including all screening checks and policy acknowledgement
• Manage all HR administration through Employment Hero.
• Preparing and issuing employment contracts and new hire paperwork for staff, volunteers, and contractors
• Preparing and issuing HR letters and variations to contract letters
• Maintaining Board and Staff personal information including training certificates, interest registers, contact information, and biographies.
• Maintaining compliance register of training, criminal record checks, and other compliance requirements to ensure HR compliance with federal and NSW labour laws, ACFID, and DFAT
• Maintaining up to date all employee files and essential documentation
• Conducting criminal history checks of new staff, volunteers, consultants, and contractors at relevant times.
• Conducting counter-terrorism screening checks on all staff, board, contractors, consultants, volunteers, suppliers, partners, and downstream partners and their suppliers.
• Coordinating L&D initiatives and training courses and maintain training register

Key Competencies

Knowledge, Skills and Experience (to be addressed in your cover letter)

• 2-5 years of work experience in an administrative/office management role.
• Advanced computer literacy and proficiency across a number of platforms such as Microsoft Office 365, and HR-related platforms such as Employment Hero.
• Strong administration skills, attention to detail and ability to meet deadlines
• Ability to manage and effectively prioritise multiple tasks and stakeholder engagement in a demanding operational environment
• Excellent communication skills and interpersonal skills, with the ability to quickly build rapport

Other Essential Skills and Attributes:

• Commitment to working within and contributing to the mission and values of Mary MacKillop Today.
• Compliance with and observance of all current Mary MacKillop Today Policies, Procedures and Practices, including our Safeguarding Policy.
• High level of personal initiative and resourcefulness
• Positive can-do attitude with a strong work ethic
• Demonstrated ability to work autonomously and as part of a team with a flexible, positive and collaborative approach
• Demonstrated integrity in the management of highly confidential information
• High levels of integrity and discretion, always maintaining confidentiality and professionalism
• Bachelor's degree in business administration, communications, human resources, or a related field is preferred but not essential
• Adherence to Mary MacKillop Today’s Safeguarding Policy, and willingness to undergo a criminal record check or statutory declaration of local legal equivalent where criminal records checks are unavailable or unreliable.

General Information

This position is a permanent, full-time role based in North Sydney, and reports to the Operations Director of Mary MacKillop Today. We offer a hybrid working model. The working environment is informal but professional, with very high standards of output and delivery. We are a happy, enthusiastic and energy-filled group, with a positive, values-driven culture.

The preferred candidate must be willing to undergo a criminal record check or statutory declaration of local legal equivalent where criminal records checks are unavailable or unreliable. Where possible and as required by Mary MacKillop Today the Candidate must also be willing to undergo a Working with Children Check. 

We are committed to creating a diverse and inclusive workplace where all employees, including those with diverse experiences and abilities, are valued and can thrive. We welcome the unique contributions of candidates from all backgrounds, including but not limited to varied education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, disability, sexual orientation, and beliefs. As advocates for diversity, we believe that innovative thinking comes from varied experiences and strongly encourage candidates of all backgrounds and abilities to apply. 

Application Process

To apply, please click "Apply Now" and submit a CV and a cover letter addressing all the key competencies listed above and how your skills align to this opportunity.  Please note that applications without a cover letter will not be considered.

Applications close on the advertised closing date, but will be reviewed on a rolling basis. We encourage all applicants to apply as soon as possible!

The suitable applicant will be subject to the relevant pre-employment checks for an appointment to a position within Mary MacKillop Today.

Please note that only short-listed candidates will be contacted.

If you require additional information or assistance with accessibility accommodations during the application process, please reach out to us at [email protected] using the subject line: Office Manager enquiry via EthicalJobs or 02 8912 2777.