POSITION DESCRIPTION SAVE THE CHILDREN AUSTRALIA KEY PURPOSE OF POSITION. Office Coordinator. Direct Reports: West End, Brisbane, Queensland

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1 POSITION DESCRIPTION Title: Reporting to: Direct Reports: Location: Office Coordinator State Manager, Qld and SA None West End, Brisbane, Queensland SAVE THE CHILDREN AUSTRALIA Save the Children is the world s leading independent organisation for children, making a difference to children s lives in over 100 countries. From emergency relief to long-term development, Save the Children secures a child s right to health, education and protection. Save the Children Australia manages and implements programs in Australia, Papua New Guinea, Solomon Islands, Timor Leste and Vanuatu. We also support development programs through our global network in selected countries in Asia, Africa and Latin America. Our Vision is a world in which every child attains the right to survival, protection, development and participation. Our Purpose is to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives. KEY PURPOSE OF POSITION The purpose of this position is to coordinate and manage the Brisbane Office support and to act as the first point of contact for all internal and external stakeholders. This position ensures the efficient and effective running of the Brisbane Office in a proactive and professional manner at all times. The position includes the provision of accurate and efficient administrative, secretarial, reception and general support to the overall office, in line with organisational goals. Office Coordinator, Brisbane September

2 This position reports to the State Manager, Qld and SA and works closely together with a small team of the Brisbane Office and staff in North Queensland and Volunteers, and liaises regularly with Melbourne Office and other State Offices. COMPETENCY KEY RESULT AREAS/RESPONSIBILITIES KEY PERFORMANCE INDICATORS RECEPTION & OFFICE ADMINISTRATION Provide high quality administrative, secretarial and general office support in line with organisational standards. Manage the Reception area as the first point of contact for all internal and external stakeholders Coordinate catering and prepare tea/coffee for office visitors. Respond to all incoming phonecalls in a timely and professional manner ensuring caller s needs are addressed proactively and/or messages are taken and forwarded appropriately. Sort and distribute incoming mail, faxes and office s bringing urgent items to the attention of relevant individuals/departments. Record incoming mail and receipt Art Union and Donation monies Assist with Art Union and Donations banking Organise couriers in an accurate and timely manner. Coordinate all outgoing mail and faxes within agreed timeframes. Assemble reports, binders and photocopying, as required. Order and maintain stock levels of all stationery and office supplies. Ensure communal Calendar is coordinated and maintained. Manage boardroom bookings in an accurate and timely manner. Maintain common areas, including reception, boardroom, kitchen, archives, noticeboards and storeroom, ensuring clean & tidy presentation at all times. Handle all Information Technology queries/ issues in State Offices including mobile phone, computers, copiers, printers, and server and liaise with National Systems Administrator to gain resolution. Manage merchandise within State Offices, including front counter sales, stock taking, ordering and budget. Provision of professional, responsive & proactive reception services at all times. High levels of administration and customer service to both internal staff and external parties is maintained, including prompt follow up of reported complaints/queries and/or issues. Strong working relationships are established and maintained with relevant external parties to ensure outcomes are achieved, in line with organisational goals. Correspondence is composed and distributed in an accurate and timely manner, as per organisational standards. Ensure all stationery,office supplies and merchanised are monitored and managed proactively to ensure supplies do not fall below required levels, at all times. Ensure that all Store Day Sheets and volunteer referee checks are up-todate. Office Coordinator, Brisbane September

3 BLUE CARD COMPLIANCE Provide administrative support to the Community Engagement role, including volunteer database maintenance and referee checks. Ensure that Store Day Sheets are accurate and up to date. Assist with preparation of events, functions and meetings as requested by relevant individuals/departments. Provide administrative support to Commercial, Program and Art Union teams as requested by relevant department managers and/or State Manager. Manage the collection & processing of all blue cards for Queensland staff, including, volunteers and students/interns on placement. Sending Blue card renewals and posting applications to Commission and finance for payment. Monitor outstanding Blue card applications and follow up when necessary Report all failed Blue Cards to Melbourne office and State Manager as soon as notice is issued. All Qld staff/volunteers working with Children have a current Blue Card. Blue cards are processed in a timely manner. Information is treated in a secure and confidential way. HEALTH AND SAFETY COMMITTEE MEMBER HEALTH, SAFETY, SECURITY AND RISK MANAGEMENT REQUIREMENTS Be the first point of contact for all Health & Safety matters for all Queensland offices. Attend and participate in monthly Health & Safety committee meetings. Promote Health & Safety in the workplace and work with Managers to ensure employees adhere to policy and procedure. Implement risk controls if required and report on compliance. Act in a safe manner at all times, including complying with all safety instructions and training given at the workplace. Participate in and contribute to Health and Safety awareness and improvements. Comply with emergency evacuation procedures. Report all incidents/injuries and potential hazards in a timely Office Coordinator, Brisbane September All Health & Safety incident and hazard reports are submitted via the Health & Safety Committee. Health and Safety practices are followed. Participate in Health & Safety meetings. Participation in mandatory training and awareness Compliance with health and safety policies and procedures Compliance with security policies and procedures

4 manner. Be aware of, and consider, the risks associated with your everyday work and apply appropriate mitigation measures SCI VALUES SCI DEFINITIONS DEMONSTRATED BEHAVIOURS ACCOUNTABILITY We take personal responsibility for using our resources efficiently, achieving Is happy to take responsibility where the necessary skills exist or can be developed. measurable results, and being accountable Is able to learn from mistakes and successes. to supporters, partners and, most of all, Enjoys the idea of a challenge and associated learning. children. Actively seeks out development opportunties. Is able to seek out assistance/resources where required. Is able to set own goals and objectives. Demonstrates personal drive and commitment. AMBITION We are demanding of ourselves and our Works towards and achieves set goals & objectives. colleagues, set high goals and are committed to improving the quality of Committed to quality & continuous improvement in work efforts & activities. everything we do for children. Is proactive and pursues relevant opportunities. COLLABORATION We respect and value each other, thrive on our diversity, and work with partners to Can quickly find common ground and solve problems for the benefit of all. leverage our global strength in making a Is fair and reasonable to others. difference for children. Can solve problems with peers with minimal disruption. Is a team player and is cooperative. Easily gains trust and support of peers. Encourages collaboration. CREATIVITY We are open to new ideas, embrace Embraces and supports organisational change. change, and take disciplined risks to develop sustainable solutions for and with Acts as a change agent and encourages others to embrace change. children. Presents relevant new ideas to peers and manager/supervisor. Is seen as value-adding within the workplace. INTEGRITY We aspire to live the highest standards of Acts with authenticity and is accountable for own words & Office Coordinator, Brisbane September

5 personal honesty and behaviour; we never compromise our reputation and always act in the best interests of children. actions. Acts with honesty and transparency in all dealings. Ensures high levels of confidentiality relating to both data and verbal communication. Behaviour is in accordance with Save the Children Australia s policies and Code of Conduct. Is aware of the impact of own behaviour on others and manages behaviour accordingly. Can present the accurate truth in an appropriate and helpful manner. Admits mistakes. Doesn t misrepresent him/herself for personal gain. PERSON SPECIFICATION Key Selection Criteria Skills/Abilities: Exceptional customer service focus (both internal and external stakeholders). Rapport building and relationship building abilities. Highly developed verbal and written communication skills. Ability to liaise with a diverse range of people, stakeholders and customers. Strong time management and organisational skills. Ability to work under pressure and to tight deadlines. High levels of attention to detail and quality. Computer literacy skills (word processing, spreadsheets, databases & graphics). Office Coordinator, Brisbane September

6 Knowledge/Experience: Expectations of role and responsibilities associated with providing reception, secretarial and administrative assistance to a range of stakeholders. Demonstrated knowledge of office management/administration protocols, processes and procedures. Prior experience in a client facing, reception and/or administrative role. Prior experience working in a fast paced environment and to strict deadlines. Previous experience liaising with a range of external contacts, suppliers and industry bodies to ensure the execution of agreed deliverables. Previous experience in Workplace Health & Safety responsibilities. Qualifications/Accreditations: Certificate/Diploma in Business Administration, PA/Secretarial studies, Customer Service, desirable. Ability to possess Positive Criminal History Screening Notices from Commission for Children, Young People and Child Guardian Personal Behaviours & Attributes: Commitment to Save the Children s purpose and values. Strong commitment to providing high levels of customer service (both internal and external stakeholders). Initiative, flexibility and ability to work independently as well as in a team. High levels of self-motivation and initiative. Ownership and accountability of one s work. High levels of confidentiality and integrity (relating to both data and verbal communication). Additional Information: Any offer of employment at Save the Children Australia will be subject to a satisfactory National Police Record Check and Working with Children Check, where applicable. Employees must sign onto Save the Children Australia s Child Protection Policy and Code of Conduct. Ongoing performance & employment will be measured against KPI s, values and demonstrated behaviours outlined above. Queensland Drivers License Office Coordinator, Brisbane September

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