• Part time - 20 hours per week
• Are you a highly organised administrator with a passion for social justice?
• Are you comfortable acting as a point of contact for senior stakeholders on behalf of the Executive Director?
• Are you a senior administrator looking for the next step supporting leadership teams to succeed?

Then we want to hear from you!

ABOUT SMLS

Established in 1973, Springvale Monash Legal Service (SMLS) is a community legal centre that provides free legal assistance to people in Southeast Melbourne.

SMLS is committed to advocacy and social change. SMLS is a leader in the provision of community and clinical legal education; advocacy through policy submissions and lobbying; outreach services; and targeted referral programs.

Position purpose

The Senior Administration Officer acts as a critical enabling role for SMLS by providing effective administrative and executive support for the Executive Director (ED), Management team and Board of Directors.

The Senior Administration Officer role is responsible for providing coordination support to the Management team and Executive Director on a day-to-day basis. They are also responsible for managing all Board related activities including minute taking, coordination of Board activities and record keeping on all Board related matters.

They will ensure all critical leadership and management activities are planned, organised and executed in line with our strategic and operational plans. They will organise meetings, both internal and with external stakeholders, including coordinating development and collation of relevant materials; manage events such as Annual General Meetings; attend all Board meetings and take accurate, detailed minutes; and provide operational support across the organisation.

Position responsibilities

Administration 

• Provide administration support to the ED to ensure efficient executive management functions are carried out.

• Provide administrative support to the Board to ensure the smooth running of Board business and matters  

• Attend and minute all Board and Management team meetings and coordinate relevant action items  

• Ensure Board records are stored appropriately, documented and communicated 

• Coordinate development and delivery of relevant materials, e.g., contributions to Annual Report

Stakeholder Relations 

• Assist ED, Board and managers to create and maintain mutually beneficial relationships with partners, governments and other key stakeholders 

• Oversee timely submission of reports to funding bodies 

Skills and Experience

• Minimum 2 years providing high level administration and coordination support
• Tertiary qualification in business administration or related field (or equivalent experience)
• Excellent organisation skills, including the ability to prioritise multiple conflicting priorities within a fast-paced environment
• Outstanding communication skills, including excellent written communication
• Intermediate to advanced computer skills including proficiency in the use of MS Office packages
• Experience undertaking event management and coordination
• Demonstrated experience in working within organisational systems, processes and policies
• Strong interpersonal skills including the ability to communicate sensitively and build mutually beneficial relationships with internal and external stakeholders
• Proven ability to contribute to a cohesive team environment by sharing information, supporting team priorities and ensuring open communication
• Proven ability to manage the balance between information sharing and necessary discretion

Desirable

• Experience working in a small, fast paced organisation
• Demonstrated skills and experience in the provision of excellent administrative assistance to management teams, Executive Director and/or Board (or equivalent)
• General research skills

For more information about the role please refer to the position description (attached) or contact Belle Savage on 03 9038 8002 for a confidential discussion.