YOUR ROLE IN OUR FUTURE
Finance and Administration Officer - Foundation
Ongoing, Full-Time Role (80 hours per fortnight with a monthly ADO)
About the Team
The Peter MacCallum Cancer Foundation is the fundraising arm of Peter Mac. While our internationally recognised cancer researchers have great success securing competitive project grants, these grants rarely fund new innovative projects or the state‐of‐the‐art technologies and resources needed to undertake these research projects. Funds raised by the Foundation give some of the brightest minds in cancer research the specialised technologies they need to make important new discoveries.
About the Role
The Finance and Administration Officer will report to the Business Manager and will be responsible for delivering high quality financial, administrative, and operational support to the Foundation. This role will ensure the smooth functioning of day to day finance processes, maintain accurate financial and supplier records, and contribute to month end reporting, procurement activities, and audit requirements. The Finance and Administration Officer will also coordinate office operations, support grant process administration, and help strengthen compliance, risk management, and internal controls across the organisation.
Remuneration
Remuneration as per Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021‐2025 from HS Grade 2 Year 1 (HS2) $66,768 per annum (full‐time equivalent - to be prorated for Part Time) – Grade 2 Year 5 (HS21) 73,811.92 (Full Time equivalent – to be prorated for Part Time), negotiable dependent on candidate experience. To be discussed with Hiring Manager.
Our benefits
* Up to $11,660 in salary packaging to increase your take home pay
* Discounted health insurance and eye care
* A comprehensive health and wellbeing program
* Public transport options at our doorstep and end‐of‐trip facilities for cyclists
* Onsite eateries and coffee shops and inviting rooftop garden spaces
* Pathways for professional development and new career opportunities
* Five weeks annual leave, 17.5% leave loading, purchased leave options and monthly ADO's
* Flexible working hours
Inclusion and belonging
Peter Mac celebrates, values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and/or gender diverse, people with disability, and people of any age to apply for our roles.
Join us!
If you feel this role is right for you we warmly invite you to apply, and encourage your early application. Applicants should provide a covering letter highlighting their key skills and experience to assist with our assessment. All appointments are made subject to a satisfactory police check and vaccination evidence. Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process, you are welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined, and wherever possible we will consider applications where relevant experience can apply.
Applicants to this role should provide a covering letter outlining relevant key skills and experience to assist us with our assessment.
Please note that although the application window will remain open for four weeks, we may progress to interviews and make an appointment during this time. Applicants are strongly encouraged to apply as early as possible.
Applications Close: 11:59pm Tuesday 31 March 2026
For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary. Alternatively, please contact us using the information below for a confidential discussion.
Hiring Manager: Andy Poon and Lucy D'Emanuele
Contact Number: 038559 7777
Email: &
Position Summary
The Finance and Administration Officer provides high‐quality financial, administrative, and operational support to ensure the efficient functioning of the Peter MacCallum Cancer Foundation (Foundation). The role is responsible for transactional finance, procurement, office coordination, grants process logistics, and general administrative duties.
Classification or Salary Range
HS2
Immunisation Category C
Key Relationships
* Internal
o All members of the Peter MacCallum Cancer Foundation
o Members of Finance and People and Culture teams
o Volunteers
* External
o Suppliers
Skills
* Experience in finance‐heavy administration, including bank reconciliations, receipting, and accounts payable
* Experience in administrative support role
* Strong written and verbal communication skills
* Intermediate MS Office skills including Word, Excel, PowerPoint
* High level of accuracy and excellent attention to detail
* Highly organised and able to manage conflicting priorities
* Able to contribute effectively as a participative and supportive team member
* Able to exercise confidentiality, tact, discretion and good judgement
* Demonstrated ability to meet deadlines across month‐end activities and audit requests
* Demonstrated ability to identify process improvements and implement effective solutions
* Able to develop effective relationships with a variety of internal and external stakeholders
* Degree in Accounting, Finance, Commerce, or Business (or similar)
* Previous experience in not‐for‐profit fundraising operations and grant administration. Experience in CRM database (Blackbaud CRM preferred but not essential) and financial software (Oracle and/or Magiq preferred but not essential)
Key Accountabilities
* Support the financial reporting function
Complete recurrent finance‐related tasks including:
* Daily bank reconciliations, action bank correspondence, receipt and reversals in financial reporting system (Oracle), month‐end reporting, including the preparation of accruals report and journal adjustments, accounts payable, ensuring all supplier invoices are recorded and paid promptly, chasing up outstanding invoices, staff expense reimbursement claims, and petty cash claims, monthly corporate credit card reconciliation and reporting, monthly reconciliation between CRM (Blackbaud CRM) and financial software (Magiq), monthly review of previous month and YTD accounts, investigate variances, and provide commentary
* Map and document finance operation procedures as requested
* Collate data and prepare draft financial reports as requested
* Assist in maintaining accurate administrative systems between the financial and fundraising databases
* Assist in annual external audit process including:
o Match bank statements to bank reconciliation reports, respond to sample requests, reconcile figures against CRM batch reports, provide commentary and justification for coding
o Year‐end financial accounting process, investigate and resolve outstanding account items identified by the PMCC Finance team, ensuring all outstanding items are promptly resolved and cleared off by financial year‐end
o Identify steps to resolve and recoup unclaimed money
Provide administrative support for the Foundation office
* Provide office administration in the form of placing stationery and supplies orders, organising servicing office equipment, organising office maintenance and repairs and filing of office records
* Provide administrative support to the Foundation Funding Committee, including review of Donation Review Form and Log
* Ensure proper control of sensitive financial and personnel information
* Support digital record‐keeping improvements and maintain data integrity across systems
* Provide administrative support to staff on‐boarding and offboarding activities
* Provide administrative support for policies and procedures repository and PROMPT Documents (PMCC online policy repository)
* Support risk and compliance activities, including internal controls testing
* Assist the Business Manager with the development, review, and implementation of finance, procurement, and administrative policies and procedures
* Administer off‐site storage & record management, including annual audit of storage requirements, update off‐site storage database
* Maintain and distribute kitchen rosters and staff contacts list
* Maintain laptop register / IT asset registration
* Works collaboratively with internal and external stakeholders
* Escalates issues in a timely manner
* Contributes to the office operating in an efficient and effective manner
* Provide other administrative support during periods of leave, as required, including to Chief Executive Officer and Deputy Chief Executive Officer
Support the Foundation's compliance with OH&S regulations
* Conduct OH&S inductions for new starters
* Conduct bi‐annual workplace safety inspections according to agreed schedule
* Arrange, upon approval, remediation or mitigation of identified OH&S risks
* Workplace safety inspections completed in a timely manner
Supplier management
* Coordinate end‐to‐end supplier onboarding and offboarding processes, including:
o Work with staff to ensure Supplier Management Forms are completed accurately and submitted in a timely manner.
o Manage the workflow of required approvals, ensuring all delegations and compliance requirements are met.
o Maintain accurate and organised supplier records, ensuring all documentation, including signed Supplier Management Forms, contracts, agreements, SLAs, and MoUs, are securely stored in the central contract register.
o Coordinate Personally Identifiable Information (PII) attestation with suppliers
o Support planning and oversight of procurement cycles, including forward planning of renewals and contract milestones
o Analyse supplier spend to identify cost efficiencies or procurement opportunities
o Assist with drafting procurement documentation as requested
Support annual Foundation Grant Process
* Provide effective and timely administration of the Foundation Grants process, from application through to acquittal stages, including:
o Review and update Internal Review Panels (IRPs) in consultation with Business Manager
o Arrange conference rooms and technology required for Grant Tutorial session
o Compiling data, collate poll results and organize panel meetings according to members availability
o Facilitate IRP panel meetings and record Foundation Grant application results for management review
o Record and save all Foundation Grant applications on SharePoint
o Maintain Foundation Grant master list for all Foundation Grant applicants
o Request and facilitate final reports, acquittal financial reports to Grant Committee Chair for review and approval, then provide feedback back to the Grants applicants
o Coordinate applicant project extension with Grant Chair, accurately update project status on the Foundation Grant master list
o Financial tracking of grant disbursements and milestones
o Monitor Foundation Grants inbox and respond to applicants queries on a timely basis.
Develop and maintain positive working relationships
* Actively develop positive working relationships with internal and external stakeholders
* Actively participate in activities contributing to team environment
* Appropriately supports/attends donor functions/team activities as required
* Demonstrates effective communication with all stakeholders
* Receives positive feedback from internal and external stakeholders
* Attends professional development activities as approved
* Ensures confidentiality standards are always maintained
* Demonstrates willingness to carry out other duties to maintain an efficient and effective Foundation
Other duties
* Additional duties may be required from time to time that are reasonably within the skills, experience, and classification of the role, and which support the efficient and effective operation of the Foundation. These duties will remain aligned with the purpose of the position and may be adjusted as organisational needs evolve.
For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.
Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.
WHY WORK FOR PETER MAC
* Peter Mac offer a range of benefits which support our people both personally and professionally.
* Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
* We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.
The Peter MacCallum Cancer Centre acknowledges the traditional owners of the land on which our five sites are located throughout Victoria. We recognise their strength and resilience and pay our respects to their Elders past and present.
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