National Operations Support Officer

Transcription

1 Natinal Operatins Supprt Officer Head Office, Subiac WA Australian Wildlife Cnservancy (AWC) is a dynamic nn-prfit rganisatin delivering a new mdel fr cnservatin in Australia. AWC nw wns and manages mre land than any ther private cnservatin rganisatin in Australia 23 prperties cvering mre than 3 millin hectares in icnic lcatins such as the Kimberley, Cape Yrk, the Tp End and Kati Thanda-Lake Eyre. Our cre business is prtecting endangered species such as the Bilby, the Guldian Finch and the Numbat. AWC is seeking a talented and mtivated persn t jin its natinal peratins team based AWC s Head Office in Subiac. Reprting t the Operatins Manager yur primary respnsibility will be t assist in the successful delivery f multiple prjects and prvide administrative and prject supprt services fr head ffice and sanctuary staff based acrss Australia. The rle requires strng rganisatinal skills including a demnstrated ability t juggle cmpeting pririties, execute a large number f tasks in an efficient and rganised manner shwing a high level f attentin t detail and cmmitment t seeing prjects and tasks thrugh t cmpletin. Yu ll need t demnstrate that yu can think laterally and utside standard parameters, be practive in the slutins yu prvide and pssess an ability t research and identify business efficiencies. As a self-starter able t manage yur wn wrklad, yu will be reliable and self-driven and willing t jin a dedicated and hard-wrking team supprting gegraphically diverse and multi-disciplinary staff acrss Australia. Yu will require: At least 4 years experience prviding peratinal r prject supprt (i.e. prject administratr, peratins assistant) in a prfessinal r prject services envirnment. Demnstrated high level skills, knwledge and understanding f ffice and prject administratin. Advanced knwledge f and experience with MS Suite (Wrd, Excel, Outlk), financial systems and general cmputer and typing skills. Experience with prject management sftware (MS Prject). Ability t frmat cmplex dcuments and create and maintain cmplex spreadsheets. Experience in research, interpretatin and cllatin f data. Experience in implementing and wrking with administrative and basic financial management prcesses and in develping and wrking t internal cntrls and prcesses. Strng cmmunicatin skills (verbal and written). Enquiries t: Jacintta Lvell, Operatins Manager [email protected] Applicatins t: [email protected] Applicatins must include: 1. Cvering letter briefly addressing why yu re interested in and suited t the rle. 2. CV/resume. 3. Maximum f ne paragraph respnses t each f the critical cmpetencies and licences & certificates required fr this rle. Please nte: This is an n-ging, full-time psitin. Applicants must be an Australian citizen/permanent resident r have a suitable visa in place that allws n-ging (permanent) full-time wrk in Australia, in rder t apply fr this psitin. australian wildlife cnservancy p bx 8070 subiac east western australia 6008 p: f: e: [email protected] w:

2 Rle Descriptin Designatin: Reprting t: Supervises: Based in: Natinal Operatins Supprt Officer [NOSO] Operatins Manager Frm time-t-time, this rle may supervise students, vlunteers, cntractrs and ther staff. Subiac Head Office, Perth WA General descriptin f rle and rganisatinal cntext: The Natinal Operatins Supprt Officer [NOSO] will wrk as part f a small team (the Natinal Operatins Unit) which prvides verall guidance and supprt t AWC s Operatinal Land Management staff. The primary respnsibilities f the Natinal Operatins Unit are: - Risk & safety management - Budgets and peratinal planning - Supprting sanctuary-based peratinal staff with the implementatin f: Land management prgrams (guided by the Cnservatin and Science Prgram) cvering fire management and cntrl, weed management and cntrl, and feral animal cntrl and mnitring; Asset and infrastructure develpment, management and maintenance. - Cmpliance and administratin, including the develpment and implementatin f plicies - Wrkers cmpensatin and injury management - Insurance and asset management - Cmmunicatins, fundraising and supprter event supprt - Telecmmunicatins & Infrmatin Technlgy supprt The ther psitins within the Natinal Operatins Unit are: - Natinal Operatins Manager (Tim Allard) - Operatins Manager (Jacintta Lvell) - Receptin & Administratin Officer (Charltte Cusins) The NOSO reprts t the Operatins Manager, wh in turn reprts t the Natinal Operatins Manager. The NOSO will wrk clsely with all field staff (particularly peratinal/land management staff, but als eclgists, students and vlunteers) as well as ther Head Office and Reginal staff. The primary duties f the NOSO are t wrk with the Operatins Manager and Natinal Operatins Manager n: - Safety management - Cntractr management - Natinal vlunteer c-rdinatin - Operatinal staff assistance - Reprting and acquittals - Special prjects and research - Telecmmunicatins - Insurance and wrkers cmpensatin renewals and claims - Supprter event supprt Natinal Operatins Supprt Officer Page 2 f 7

3 Critical cmpetencies 1. At least 4 years experience prviding peratinal r prject supprt (i.e. prject administratr, peratins assistant) in a prfessinal services envirnment. Demnstrated high level skills, knwledge and understanding f ffice and prject administratin. 2. Strng rganisatinal skills including a demnstrated ability t juggle cmpeting pririties, execute a large number f tasks in an efficient and rganised manner shwing a high level f attentin t detail and in seeing prjects thrugh t cmpletin. 3. Experience in research, interpretatin and cllatin f data including the ability t think laterally, be practive in the slutins yu prvide including identifying business efficiencies. 4. Advanced knwledge f and experience with MS Suite (Wrd, Excel, Outlk), financial systems and general cmputer and typing skills. Experience with prject management sftware (MS Prject). 5. Ability t frmat cmplex dcuments and create and maintain cmplex spreadsheets. 6. Experience in implementing and wrking with administrative and basic financial management prcesses and in develping and wrking t internal cntrls and prcesses. 7. A flexible, dwn-t-earth and prfessinal attitude t yur wrk, reliable, strng wrk ethic including ability t self-start and drive. 8. Prfessinal telephne, and persnal cmmunicatin skills. 9. The ability t wrk effectively with a varied and diverse team, including experience in wrking with a gegraphically-distributed rganisatin. 10. A backgrund r interest in nature cnservatin is highly desirable. Licenses & Certificates: 1. A valid manual driver s licence (desirable). 2. Current first aid certificate (desirable). Respnsibilities: 1. Natinal Administratin Supprt Key activities and respnsibilities: Prvide supprt and guidance t all reginal Administratin & Operatins Supprt Officers, including acting in this capacity in the absence f staff in these rles. Supprt sanctuary staff with supervisry respnsibilities in the requirement t ensure wrkers (staff, vlunteers, interns, cntractrs etc) are frmally inducted (with a pririty fcus n safety) using the Inductin Checklist; and in ensuring they have apprpriate training, licences and PPE befre using any plant, equipment, tls and/r vehicles. Supprt sanctuary staff in ensuring all relevant plicies have been cmplied with in relatin t the engagement f wrkers (staff, vlunteers, interns, cntractrs). This includes having them cmplete and return apprpriate dcumentatin (persnal details frms, emplyment cntracts etc) with cntractrs [per sectin 3 belw] prviding a Certificate f Currency fr required plicies, prir t cmmencement. Natinal Operatins Supprt Officer Page 3 f 7

4 In cnjunctin with the relevant staff (i.e. IT, HR, finance) ensure business services and equipment are available t new wrkers, and managed upn departure, including accunts and IT hardware and sftware, finance lgin, telecmmunicatin equipment r services, spt-trackers, AWC clthing etc. Crprate licences and leases including: Registered vehicle and plant and equipment purchases, registratins, transfers, inspectins and cncessins. UHF repeater/cmmunicatins licences Crprate firearms licence and state-based/individual firearms licences and AWC apprvals. Pastral leases including stck returns. Cnservatin, scientific, turism r ther required licences. Liqur licences. Bi-annual rders fr staff clthing including maintaining recrds and stck, issuing invices and allcatin f csts. Assist develpment and sanctuary staff with peratinal requirements in relatin t planning, crdinating and implementing sanctuary dnr events r ther key prjects (i.e. media r phtgraphic pprtunities). Assist develpment and head ffice staff in a range f supprt activities during peak perids (i.e. end f financial year, quarterly newsletter mail-uts etc). Undertake receptin and administratin duties when required (i.e. staff annual leave, sickness r absence). This may include travel bkings and arrangements (i.e. car hire, accmmdatin, charter flights), financial and P.A. supprt (i.e. submitting persnal reimbursement expenses). 2. Natinal Operatins Supprt Key activities and respnsibilities: Under the guidance f and wrking with the Operatins Manager and Natinal Operatins Manager undertake the fllwing tasks. Safety Managing all spt-trackers including: Ordering Training staff in their use Auditing use t ensure tracking functin is used Efficiency and effectiveness Csts Maintaining up-t-date spt-tracker links and ntificatins Ownership f all these issues and bringing them t management attentin as required Training and supprting sanctuary staff in the use and review f all safety plicies and prcedures. Undertaking annual audits f sanctuary and natinal safety dcumentatin (this may include travel t remte sanctuary lcatins). Management f risks in relatin t health and safety, including yur wn. Recrding, reprting and reviewing injury, incident and near miss reprting with the aim f reducing risks. Natinal Operatins Supprt Officer Page 4 f 7

5 Researching and supprting the implementatin f an nline safety training system. Organisatin f and participatin in natinal risk management, first aid training and reginal managers meetings. Insurance On behalf f sanctuary staff and under the guidance f the Operatins Manager, ldge and manage new insurance claims via the crprate insurance brker including: Cnsidering which plicy t claim under and any limitatins f exclusins that may apply That excesses are paid directly t the insurer Ensuring repairs are undertaken in a timely manner with particular cnsideratin given t the remte nature f the majrity f ur sanctuaries Assist the Operatins Manager with the annual renewal activities including insurance and wrker s cmpensatin. This includes: Liaising with all sanctuary staff in the cmpletin and nging maintenance f their asset registers; Cmpiling and reviewing returned asset lists using apprved templates and with cnsideratin fr the individual plicy requirements; Financial & Operatinal Reprting Assist the Natinal Operatins Manager in cllating data required fr the preparatin f: Annual budgets and peratinal plans Quarterly reprts and acquittals Funding and grants Supprt the Natinal Operatins Manager and Sanctuary Managers with capital prcurements, including guiding the reginal Administratin & Operatins Supprt Officers. Discrete prjects Undertake research prjects as directed by the Operatins Manager r Natinal Operatins Manager. Fr example natinal vehicle, plant & equipment assessment, develpment f sanctuary emergency maps. Maintain natinal peratins file and recrds including but nt limited t the fllwing (hard cpy, electrnic and/r intranet): Safety dcuments; HR injury reprting; Crprate accunts and invices relative t peratinal team activities; Telecmmunicatins; Weekly reprts; Licences and leases. 3. Natinal Cntractr Management Key activities and respnsibilities: Natinal Operatins Supprt Officer Page 5 f 7

6 Develp a Cntractr Agreement wrkflw prcess with the assistance f the Natinal Operatins Manager and Operatins Manager. Undertake an annual review f Cntractr Agreements and assciated insurance recrds. This includes: Ensuring agreements are in place fr all cntractrs including current and necessary insurance prvisins (i.e. Certificates f Currency as prf). Maintaining recrds fr insurance and wrker s cmpensatin purpses f any cntractrs which the rganisatin are required t cver under AWC crprate plicies. Supprt sanctuary staff in drawing up cntractr agreements in advance f apprving any cntractr wrks. Build and maintain relatinships with lng-term cntractrs and assist sanctuary staff in managing AWC s relatinship with these suppliers. 4. Telecmmunicatins Key activities and respnsibilities: Assist sanctuary staff in lgging/investigating/fllwing-up n phne and internet faults. Under the guidance f the Operatins Manager, manage all crprate telecmmunicatins services acrss landlines, mbiles, satellite mbiles, data services and NBN cnnectins including: Budgets and frecasting (i.e. aging equipment, cntract expiry dates etc); Cst-savings (i.e. cntract sharing arrangements, educating staff n crprate plan use etc) N services shuld be re-cntracted withut fllwing cmpany plicy guidelines and with apprpriate apprvals. Supplier relatinships (Telstra, Brdernet, Optus); and New prducts, services r cntract pprtunities. 5. Finance Administratin Key activities and respnsibilities: Prepare purchase rders fr head ffice and manual templates fr sanctuary staff. Receive purchase rders fr head ffice and sanctuary staff. 6. Natinal Vlunteer Crdinatin Key activities and respnsibilities: Develp a vlunteer agreement wrkflw prcess, with the assistance f the HR Manager. This will include the develpment and maintenance f a vlunteer database n the intranet. Draw up Vlunteer Agreements, ensure all vlunteers have apprpriate dcumentatin in place, and have been prvided with relevant sanctuary and activity infrmatin prir t travelling t sanctuary t cmmence vlunteer activities. This may include wrking with reginal AOSO t develp a sanctuary infrmatin sheet/manual t prvide t vlunteers. Per sectin 1 (abve) assist sanctuary staff in undertaking apprpriate inductins and training f vlunteers and ensuring n-ging and apprpriate supervisin is in place. Natinal Operatins Supprt Officer Page 6 f 7

7 Liaise with sanctuary staff t determine: Apprpriate vlunteer activities, and supprt them in develping a timetable and annual schedule f suitable vlunteer events. Advertising vlunteer pprtunities n the AWC website and mre bradly if apprpriate. The selectin f apprpriate vlunteers relative t the activities and lcatin. Further develpment f vlunteer pprtunities such as a vlunteer newsletter, lcal cmmunity invlvement, liaising with the Develpment team t secure crprate vlunteering prgrams. Send ut annual recgnitin certificates t vlunteers wh have assisted thrughut the year, either directly, r crdinate the reginal AOSO s. 7. Other tasks Key activities and respnsibilities: Other administrative and rganisatinal tasks as directed by the Natinal Operatins Manager and/r Operatins Manager. Nte: sme tasks may invlve travel t AWC sanctuaries fr administratin, safety, training and/r relieving f duties. Natinal Operatins Supprt Officer Page 7 f 7