Canberra Hospital Foundation (CHF) is a registered healthcare charity raising funds for specialised equipment, important research, refurbishments to help make away from bed spaces less clinical, provision of therapeutic programs, and comfort items for our patients and their loved ones. Gifts support patients in continually receiving the highest quality care, the greatest comfort, and relief from distress.
The Role
The Operations Manager reports directly to the CEO and is responsible for delivering streamlined administrative procedures to ensure the smooth operation of Canberra Hospital Foundation daily.
We seek an experienced and highly organised Operations Manager to enhance organisational efficiency and support our CEO. This role is essential to our team, as it involves managing key operational programs and ensuring smooth administrative processes. The ideal candidate is a proactive problem-solver with a keen eye for detail and a passion for operational excellence.
The successful Operations Manager is an energetic professional who enjoys wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently. Well organised, flexible, and enjoys the administrative challenges of supporting an office of diverse people.
Key Responsibilities
Administration support for CEO
* Schedule and coordinate virtual and in-person meetings, including preparation minutes, logistics, materials, and follow-ups
* Prepare and format business reports including PowerPoint presentations
* Support the preparation of Board and subcommittee meeting papers and minutes
* Support the CEO with annual budgeting, including coordination, data collection, and approvals.
Operations management
* Manage and oversee administration staff
* Manage and oversee key programs, including CHF Donation Station and Stewardship Program
* Develop, document, and implement efficient processes
* Maintain key organisational registers (contracts, assets, licences, and subscriptions).
* Ensure timely policy reviews and organisational insurance renewals
* Maintain an updated CRM database and other donor administration tasks.
IT & systems management
* Oversee CRM and data management. This role requires full understanding of all operations within the CRM, (Raisers Edge NxT )
* Hands on data entry in Raisers Edge NxT and data integrity management
* Act as the primary liaison for CHF IT, managing staff hardware and system access.
* Oversee SharePoint structure and user access
* Oversee accounts payable and receivable, supplier invoicing, and expense reconciliations in conjunction with external bookkeeper.
* Liaise with the external bookkeeper and ensure financial reports are delivered on time.
* Maintain and review accounting processes within comprehensive user manuals.
CHF Funding Rounds
* Manage CHF funding rounds, currently three per annum, including enquiries from applicants, prepare reports for funding committee and organise meetings, liaising with successful applicants.
* Manage acquittal process in accordance with Funding Policy working closely with the external bookkeeper.
General
* Contribute to a positive team culture.
* Champion the work of CHF.
* Assist with large events as and when required.
Required Skills and Experience
* Experience in a similar role.
* Proven experience at a senior level in office management and operations.
* Strong organisational and project management skills with attention to detail.
* Excellent written and verbal communication skills.
* Demonstrated super user experience with IT systems and an ability to quickly acquire proficient use of new systems including a CRM and accounting programs.
* Ability to design, review and implement efficient, repeatable processes.
* Experience managing external contractors and stakeholders.
* Proactive, resourceful, and able to work independently.
* Experience managing a small team.
* Previous experience working with not-for-profit or within a health service environment.
To apply for this position, please provide a cover letter detailing your previous experience and suitability for this role and your CV to Helen Falla, CEO at
At Canberra Hospital Foundation, we're committed to building a diverse and inclusive workforce that reflects the community we serve. We encourage people of all backgrounds, ages, abilities, cultures, races, faiths, gender identities, and sexual orientations to apply. Your unique perspectives and experiences help us support exceptional health care together.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Management and Manufacturing
Industries
Non-profit Organizations
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