Mary MacKillop Today is an international community development organisation. We work with vulnerable individuals and communities regardless of their faith, ethnicity or gender and are committed to protecting the rights of children in all areas we work around the world.
Working to our values of Collaboration, Impactful and Responsive, Mary MacKillop Today helps create generational change through the teaching of practical life skills to women, men and children in Australia and overseas.
Please see our current vacancies below:
Office Manager
The Office Manager is responsible for the day-to-day office management and administration support across a range of functions to ensure the organisation runs smoothly and harmoniously. This role is responsible for administrative support, human resources administration, executive support to the CEO and leadership team, and general office management.
The Office Manager will have broad administrative knowledge and the ability to operate confidently on various IT platforms for each of the role’s responsibilities. The role requires solid judgment, discretion, initiative, flexibility, and the ability to coordinate a wide range of information, working in collaboration with others to enable the effective delivery of day-to-day activities and strategic business objectives.
The role requires a highly motivated and organised individual with a proven track record of performance, exceptional stakeholder management, and communication skills (written and oral), along with strong planning, organising and analytical skills.
Key responsibilities
Office Management
- Promoting a friendly environment of welcome, service and professionalism
- Taking incoming calls, responding to email enquiries and welcoming visitors
- Maintaining office supplies and equipment including support for printer/copier/scanner, phone system and video conferencing
- General office maintenance including identifying any improvements in processes or systems in the workplace
- Organising and managing staff and social events
- Act as a main point of contact for IT, troubleshooting, Office 365, general and ad-hoc enquiries
- Overseeing and coordinating Work, Health & Safety matters
- Liaising with suppliers and contractors including Office365, Zoom, Employment Hero, IT, BoardPro, LexisNexis, Probity People, and Culture Amp and managing memberships.
- Undertake other duties as required and directed by Manager and/or CEO
Administrative Support
- IT troubleshooting, resourcing, and liaison
- General correspondence, filing and retrieving records and documents
- Maintenance of SharePoint filing system across the organisation
Executive Support
To CEO and Leadership Team:
- Executive assistance to the CEO including diary, travel, expense, and document management
- Provide operational and governance support to the CEO
- Coordinate Leadership and staff related meetings and events (face-to-face and virtual) including meeting rooms, technical equipment requirements, materials, catering
- Preparation of agenda, taking, and distributing minutes
- Creating itineraries and organising travel bookings for Leadership and Board members
- Managing calendar reminders for board due dates and other important deadlines
To Board and Audit, Finance, and Risk Committee:
- Managing online Board management system (BoardPro) including preparation of meeting papers, distribution and filing of meeting packs and minutes
- Coordination and hosting of all Board and Committee Meetings, including Committee minute taking, ensuring meetings run efficiently and effectively in person and online.
- Follow up of Board Meeting and AFRC Meeting action items and document management
Human Resources Administration
- Overseeing the recruitment process including posting job ads, coordinating communication with candidates, scheduling interviews, and monitoring the Recruitment inbox.
- Onboarding and offboarding of staff, volunteers, Board members, and contractors including all screening checks and policy acknowledgement
- Manage all HR administration through Employment Hero including;
- – Preparing and issuing employment contracts and new hire paperwork for staff, volunteers, and contractors
- – Preparing and issuing HR letters and variations to contract letters
- – Maintaining Board and Staff personal information including training certificates, interest registers, contact information, and biographies.
- – Maintaining compliance register of training, criminal record checks, and other compliance requirements to ensure HR compliance with federal and NSW labour laws, ACFID, and DFAT
- Maintaining up to date all employee files and essential documentation
- Conducting criminal history checks of new staff, volunteers, consultants, and contractors at relevant times.
- Conducting counter-terrorism screening checks on all staff, board, contractors, consultants, volunteers, suppliers, partners, and downstream partners and their suppliers.
- Coordinating L&D initiatives and training courses and maintain training register
Key Competencies
Knowledge, Skills and Experience (to be addressed in a cover letter)
- 2-5 years of work experience in an administrative/office management role.
- Advanced computer literacy and proficiency across a number of platforms such as Microsoft Office 365, and HR-related platforms such as Employment Hero.
- Strong administration skills, attention to detail and ability to meet deadlines
- Ability to manage and effectively prioritise multiple tasks and stakeholder engagement in a demanding operational environment
- Excellent communication skills and interpersonal skills, with the ability to quickly build rapport
Other Essential Skills and Attributes
- Commitment to working within and contributing to the mission and values of Mary MacKillop Today.
- Compliance with and observance of all current Mary MacKillop Today Policies, Procedures and Practices, including our Safeguarding Policy.
- High level of personal initiative and resourcefulness
- Positive can-do attitude with a strong work ethic
- Demonstrated ability to work autonomously and as part of a team with a flexible, positive and collaborative approach
- Demonstrated integrity in the management of highly confidential information
- High levels of integrity and discretion, always maintaining confidentiality and professionalism
- Bachelor’s degree in business administration, communications, human resources, or a related field is preferred but not essential
- Adherence to Mary MacKillop Today’s Safeguarding Policy, and willingness to undergo a criminal record check or statutory declaration of local legal equivalent where criminal records checks are unavailable or unreliable.
General Information
This position is a permanent, full-time role based in North Sydney, and reports to the Operations Director of Mary MacKillop Today. We have flexible work options including some working from home. The working environment is informal but professional, with very high standards of output and delivery. We are a happy, enthusiastic and energy filled group, with a positive values-driven culture.
The preferred candidate must be willing to undergo a criminal record check or statutory declaration of local legal equivalent where criminal records checks are unavailable or unreliable. Where possible and as required by Mary MacKillop Today the Candidate must also be willing to undergo a Working with Children Check.
We are committed to creating a diverse and inclusive workplace where all employees, including those with diverse experiences and abilities, are valued and can thrive. We welcome the unique contributions of candidates from all backgrounds, including but not limited to varied education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, disability, sexual orientation, and beliefs. As advocates for diversity, we believe that innovative thinking comes from varied experiences and strongly encourage candidates of all backgrounds and abilities to apply.
Application Process
To apply, please submit a CV and a cover letter addressing all the key competencies listed above and how your skills align to this opportunity. Please note that applications without a cover letter will not be considered.
Applications close at midnight on Sunday 24th November 2024, but will be reviewed on a rolling basis. We encourage all applicants to apply as soon as possible!
The suitable applicant will be subject to the relevant pre-employment checks for an appointment to a position within Mary MacKillop Today.
Please note that only short-listed candidates will be contacted.
If you require additional information or assistance with accessibility accommodations during the application process, please reach out to us at [email protected] or 02 8912 2777.
Safeguarding Commitment
Mary MacKillop Today is committed to the safety and wellbeing of all people who come into contact with our organisation and our programs, especially children and vulnerable adults. Mary MacKillop Today is committed to the rights and protection of all people regardless of their age, gender, nationality, religion or political beliefs.
We explicitly prohibit all forms of harmful behaviour including sexual exploitation, abuse and harassment of any kind against any persons, adult or child. We also prohibit exploitative, neglectful or emotionally abusive treatment of children. Mary MacKillop Today recognises our duty of care to take reasonable steps to ensure people are safe from harm (including victims/survivors and whistle-blowers).
We are committed to demonstrating ongoing and effective leadership, communication, and to providing ongoing training and guidance to all persons within the scope of this Policy in the promotion and implementation of this policy.
Mary MacKillop Today is committed to creating an open and aware environment where concerns for the safety of children and vulnerable adults can be raised and managed in a fair and just manner to protect the rights of all.
