Position description
**POSITION TITLE**:
- Business Support Coordinator**REPORTS TO**:
- Head of Operations**POSITION STATUS**:
- Full time, permanent**OUR PURPOSE**
Working together to prevent, cure and care.
That simple sentence sums up Flinders Foundation's purpose - to work together with individuals and organisations in the community to support health and medical research and improve patient care across the Flinders medical precinct.
Together, we raise vital funds to support the leading clinicians and researchers across Flinders Medical Centre and Flinders University to make medical discoveries and improve the care available to patients and their families.
PURPOSE
The Business Support Coordinator is responsible for providing a high-quality support service for the business through performing a range of administrative and other related duties.
POSITION
**REPORTING/WORKING RELATIONSHIPS**
This position will report to the Head of Operations however will work closely with the entire Flinders Foundation team.
**DUTIES**
**Business Support**
- Act as a first point of contact for all Flinders Foundation office and telephone enquiries.
- Book couriers on behalf of the Flinders Foundation team and collate the relevant booking paperwork at month-end by business stream.
- Coordinate stationery orders, place orders and arrange for pick up or delivery.
- Log maintenance requests for the Flinders Foundation office and Flinders Centre for Innovation in Cancer, and coordinate actions and approvals.
- Maintain the Flinders Foundation photocopier and needs of staff by monitoring and ordering consumables.
- Coordinate staff access to buildings and facilities, including security passes, alarm codes and parking permits.
- Preparation and reconciliation of outgoing mail.
- Maintain the central filing system of Flinders Foundation's contracts and agreements with suppliers and grant providers.
- Support with the administration of grant agreements Flinders Foundation has with its beneficiaries, including drafting agreements, maintaining filing systems and assisting with acquittal processes.
- Provide general administrative support to the Executive Director and Head of Operations, including maintaining registers, developing and distributing meeting agendas, collating and distributing board packs, and writing and distributing meeting minutes.
- Provide administrative support to the Flinders Foundation team to ensure the successful implementation of fundraising and engagement activities and events.
- Coordinate room bookings, refreshments and IT needs for team meetings.
- Provide Eco Warden role for Flinders Foundation, ensuring compliance with appropriate guidelines and acting as a conduit with the Southern Adelaide Local Health Network to maintain training and education required for all work, health, safety and fire safety issues.
**Financial Support**
- Complete bank reconciliations and work with the other team members
- Process and receipt donations and other payments in Salesforce.
- Coordinate the accounts payable and receivable process, including coding invoices, raising invoices, seeking relevant approvals, and liaising with the external accountant to pay invoices.
- Reconcile the daily cash and cheques received, and deposit these at the bank.
- Undertake tasks to complete end of month financial reporting, including credit card reconciliations and outstanding transactions.
- Act as conduit between Flinders Foundation and external accountant for day-to-day finance and accounting related issues and escalate to the Executive Director as required.
- Develop relationships with finance and accounting staff at Southern Adelaide Local Health Network and Flinders University to maintain efficient and high quality business support service for Flinders Foundation.
- Coordinate staff reimbursement process on behalf of the team.
**Operational Excellence**
- Perform all administration tasks associated with the role in a timely and effective manner, and to a high standard.
- Deliver all activities on time and within budget.
- Monitor sector performance and trends.
- Identify and report risks to Flinders Foundation to the Executive Director.
- Ensure all work is completed in line with all relevant legislation and regulations, as well as organisational policies and procedures.
PERSON SPECIFICATIONS
SKILLS & EXPERIENCE
- 3-5 years prior experience in a role that involves high empathy/service levels to clients, supporters or the community.
- Prior exposure to an administration or finance-related role within a fundraising environment, or similar business.
- Highly competent in the use of MS Suite Office Applications and Outlook as well as exposure to database software.
- Time management skills and ability to work under pressure with a sense of urgency to meet deadlines in a fast-paced environment.
- Sound problem solving and decision-making skills.
- Ability to establish and maintain positive and effective working relation