POSITION DESCRIPTION

for the role of

OFFICE ADMINISTRATOR

(Permanent Part Time, 16 Hours Per Week Over 4 Days, Tuesday to Friday)

 

The Australian Retired Persons Association SA Inc supports ‘active ageing’, especially for the over 50s, allowing people to realise their potential for physical, social, and mental wellbeing throughout their life. Through its activity and regional groups, ARPA Active Over 50s provides a range of activities to keep over 50s mentally, physically and socially active, and to provide the opportunity to form new friendships.

The administrative functions of ARPA are conducted from its office in the Adelaide CBD, which is staffed by a team of dedicated volunteers.

BROAD OBJECTIVE:

The objective of the role is to take responsibility for the efficient day-to-day operation of the office and its activities, and coordination and support of the volunteer team.

BASIS OF EMPLOYMENT:

Under the direction and guidance of the ARPA Council, the Office Administrator will be responsible for his/her own work. The appointee will work closely with office volunteers and accept responsibility for their supervision and monitoring of their work.

Employment will be on the basis of the Clerks, Private Sector Award on a permanent, part time basis. Classified at Level 5 under the Award, the hourly rate is $26.20.

REPORTS TO:

The Office Administrator is responsible to the ARPA Council, reporting functionally to the President.

KEY AREAS AND FUNCTIONS:

There are 5 Key Areas. The responsibilities and activities in each are outlined below.

Key Area 1 – OFFICE ADMINISTRATION:

The efficient and effective operation of the ARPA office functions.

Functions typical of this Key Area include:
Implementation and review of office processes and procedures.
Efficient and accurate maintenance of data bases, records and processes.
Efficient and accurate administration of financial transactions and maintenance of related records.
Provision of advice to the Council for review and improvement in processes and procedures.
In conjunction with the Council, the establishment and review of OHS&W policy and procedures and the implementation thereof.

Key Area 2 – OVERSIGHT OF OFFICE VOLUNTEERS:

Maintenance, development and motivation of a team of volunteers to effectively and efficiently undertake the activities of the ARPA office.

Functions typical of this Key Area include:
Induction and training.
Development, implementation and review of procedures to assist volunteers to undertake their roles and ensure consistency of output as tasks and activities are undertaken by various volunteers.
Rostering and oversight of volunteers and review of the quality of work output.
Motivation of the volunteer workforce and fostering of teamwork culture.

Key Area 3 – MEMBERSHIP SERVICES:

Provision of support services to the membership, as well as activity and regional groups.

Functions typical of this Key Area include:
Maintenance of the membership database.
Collection of membership subscriptions and follow-up of over-due subscriptions.
Conducting recruitment campaigns as determined by the Council.
Assistamce in the production of member communications and newsletters.
Liaison with coordinators of ARPA Active Over 50s groups and other relevant external groups.
Publicity and promotion of the services offered by ARPA Active Over 50s.
Assistance in the identification of grant funding that may become available and support in formulating applications for such funding.

Key Area 4 – OFFICE EQUIPMENT AND ENVIRONMENT:

Maintenance and use of office equipment (including IT) and the physical environment so as to ensure functionality and security and the presentation of a professional environment.

Functions typical of this Key Area include:
Ensure computer systems and associated devices are properly maintained and used.
Ensure security of IT systems and data and regular back-up protocols.
Assist in the regular updating of ARPA Active Over 50s website to ensure all information provided is up to date and accurate.
Ensure office furniture and equipment is properly maintained and used.
Maintain the office environment in a manner that reflects an appropriate professional image of ARPA.

Key Area 5 – STRATEGY AND POLICY:

Assistance to the ARPA Council to facilitate the development of strategy and policy and the implementation thereof.

Functions typical of the Key Area include;
Assisting the Council in the development of strategy and policy.
Suggesting areas of strategy and policy for the consideration of the Council.
Assistance in the formulation and documentation of strategy and policy.
Implementation of strategies and policies to the extent that they pertain to the areas of responsibility.

REPORTING:

The Administrative Officer is required to provide to the Council regular and appropriate report as directed by the Council.

COMPETENCY AND EXPERIENCE REQUIREMENTS:

We are seeking candidates who can demonstrate the experience and capacity to successfully lead the office team and undertake the requirements of each of the key areas identified. In particular the following competencies and experience would be highly regarded:
Significant and demonstrable experience in the oversight and leadership of office based teams.
Post secondary qualification at Certificate 4 level or above in a relevant discipline such as Front Line Management, Business Administration, Leadership and Management.
Competency in the use of IT software including MS Access, Word, and Excel.
Demonstrable experience in administering office IT systems and equipment within the office environment.
Successful experience in a role requiring the development of positive internal and external working relationships with a diverse range of people.
Highly developed interpersonal skills as well as verbal and written communications skills.
A history of successfully training and motivating staff (and volunteers).
Demonstrable experience in formulating and documenting procedures, processes and policy.
Demonstrable ability to assist in research and development of proposals and applications.

APPLICATIONS

Applications should be forwarded to:
Frances Dudley, President, ARPA (SA) Inc
via email to info@arpasa.asn.au

The closing date for applications is 5:00 pm Tuesday, September 17, 2019

Applications must be in pdf format and should include:
A covering letter addressing the competency and experience requirements
Full resume
Names and contact details of three work related referees who you authorize us to contact to discuss your application and suitability for the role.

Any supporting documentation that you may wish to include should be in pdf format.

Enquiries should be directed to David French on 8211 9711 from 10:00 am to 4:00 pm Tuesday to Friday

A probationary period of 6 months applies for the successful candidate, with performance review at 2 and 4 months. At the end of 6 months, performance assessment will be undertaken, based on which the decision will be made whether or not to proceed with the appointment

To view and download a pdf copy of this document click here.

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