Position Description
Position: Operations Officer
Time fraction: 0.6 FTE.
Location: Work from home, with travel required within the Loddon Murray region.
Overview:
The Operations Officer for LEAD Loddon Murray is the cornerstone of the organisation's operations and implementation of strategic activity.
The role is the administrative backbone and provides financial and contract management, event coordination as well as Executive Officer, Board & program support to ensure long term success of LEAD Loddon Murray and its programs.
The Operations Officer will have at least five years' experience in business management, with strong operational and administrative experience, event management skills and an understanding of community leadership, contract administration skills, data entry, report delivery and financial management skills, management of equipment, assets and documentation.
Key Accountabilities:
Administration & Finance o Run the organisation's operations on a day-to-day basis. o Work with the Executive Officer to develop a draft budget. o Complete accurate & timely reports for the Executive Officer. o Maintain an accurate working budget, including financial management of program funds. o Document Manager: maintain best practice in the SharePoint structure, develop a document filing policy, train staff in the best practice, set up all users to access
SharePoint from network drives. o Develop and maintain program databases for ALL programs delivered, including developing a CRM.
Contract Administration o Maintain the contract register for LEAD Loddon Murray, ensuring the register is reviewed regularly, milestone dates are diarized a minimum 4 weeks prior, data is prepared for milestone claims and presented to EO a minimum 2 weeks prior. o Draft responses to acquittal reports, as requested by Executive Officer, including collating evidence to accompany reports.
Communications
- Assist where required, implementing aspects of stakeholder engagement. o Draft partner communication for the Executive Officer, a minimum 4 times annually for the LMLCP, other programs as needed. o Make verbal and written offers for places in programs, provide participants with agreements to sign and return, as directed by the Program Manager. o Asist where required with actioning tasks within the marketing and communications plan.
Support
- EO & BOARD: o Attend all subcommittee meetings, take minutes, and distribute. o Assist Executive Officer in preparing agendas, papers, minutes and action items for Board meetings. o Develop annual organizational & Board calendar, and manage competing priorities for the team, send meeting requests and manage, o Collaborate with Executive Officer to develop a draft Annual Report. o Coordinate, manage & oversee Annual General Meeting and any Special
General Meetings. o Manage EO diary as requested
- PROGRAM:
Make bookings. o Implement the MERI for the LMCLP. o Develop program related documents as required by the Program
Director. o Assist Program Director with other tasks as needed.
To be Successful you will have:
- Personally aligned values to LEAD Loddon Murray.
- Intermediate Office 365 (experienced with Excel, Outlook and Microsoft teams)
- Self-motivated with the ability to be pro-active and solution driven with tasks.
- Excellent verbal and written communication
- Exceptional people and communication skills
- Great time management, well-developed prioritisation and organisational skills and ability to meet deadlines
- Resilient and comfortable working in fast paced and dynamic environment
- Experience in provisioning of admin support to senior management staff
- Knowledge of the community leadership program
- Experience with project and event management
What we expect from you:
Our team are personally invested in the purpose, vison, and values of our organisation,
we expect you will embrace our purpose and take great pride in the role of Operations
Officer.
We expect you to develop a workplan to achieve your key accountabilities, checking in with the team for guidance and support. We expect you to operate autonomously, making decisions within your delegation and progressing issues through to solutions.
Our team culture is core to our success and enjoyment in our roles, we expect you to make time for monthly staff meetings, shared lunches, and activities.
Resources and Logistics:
LEAD Loddon Murray will provide the Operations Officer with:
- Inspiration and Support.
- Laptop.
- Mobile Phone.
- Access to professional development.
- Reimbursement for out-of-pocket expenses incurred to perform the role.
- Time in lieu for working outside of the agreed hours. We have a policy that time in lieu must be taken within the quarter in which it is incurred, or it is forfeit.
The Operations Officer must have:
- A driver's license.
- Your own vehicle.
- A current Police Check or working with Children Card (or consent to complete a working with children check).
- Home Office set up.