OFFICE ADMINISTRATOR
Reports to: Head of Operations.
Direct reports: This role has no direct reports.
Position: Full time (5 days a week) or substantial Part time (9am-3pm for the right candidate).
Review: 3 months, then annually in December (with a 6 month check-in on progress in June).
Organisational structure
This role is part of the Operations and Finance function including:
· Head of Operations
· Financial Controller
Role overview
Reporting to the Head of Operations, the Office Administrator plays a vital role in advancing the mission of the Country Education Foundation of Australia (CEF) by providing excellent customer service, along with thorough and efficient day-to-day office administration to contribute to the effective operation of the organisation.
The successful candidate will use their experience to support the CEO, team, volunteers and students. The ideal candidate will have at least three years' experience in an administrative role (ideally in the for-purpose, education or professional services sector) and hold the following skills:
· Strong interpersonal and communication skills, with the ability to work within a team as well as communicate effectively with students, volunteers and stakeholders.
· Excellent organisational and project management skills, with the ability to multitask and meet deadlines.
· Expert use of IT and systems, including Microsoft suite, Salesforce, Adobe, Xero, WordPress and Canva.
· An eye for detail and accuracy.
· Willingness to learn, with a 'can do' attitude.
General Office Administration
· Manage the day-to-day administration of the office, contributing to the ongoing improvement of the organisation's administrative processes and operations.
· Manage office logistics including repairs, utilities and other tasks as requested.
· Provide day-to-day support to staff, including diary management and travel bookings.
· Facilitate the weekly staff meeting, preparing agenda, minutes and follow-up on actions.
· Manage Salesforce record entry and updates, including grant applications, donations and all required reporting.
· When required, provide direct support to the CEO as well as support to the Board, including preparation of reports, circulation of papers and minute taking.
· Assist local foundations with accessing and using the Executive Management Hub.
· Review and update office procedure guides as changes occur.
Finance Processes & Support
· Process accounts payable and accounts receivable and maintain these records using Xero.
· Reconcile financial records including credit cards, bank accounts and donations.
· Manage enquiries regarding funding/finance with local foundation volunteers.
· Manage distribution of funding to local committees and students.
· Manage and track reimbursements for national scholars.
· Manage distribution of national funds including university, scholarship, and partnership funding, maintaining clear and accurate records.
· Manage the annual local foundation health check and follow up on any compliance/reporting requirements.
Additional responsibilities
· Assist with events, campaigns and projects as required.
· Undertake occasional travel, including driving, where necessary.
Applications close on Monday 19th January and will be reviewed as they are received meaning the position may be filled prior to the closing date.
For any enquiries, please reach out to Head of Operations, Donna Roberts, on