Office Administrator

TLC for Kids is a children’s charity offering a range of services with tangible benefits to children, families, health care workers, and the whole health and hospital system. Our services have evolved out of consultation with hospital staff to determine where the gaps are and what is really needed to support children in hospitals. We have developed practical and individualised support services to meet existing gaps in the sector.

Our driving force is to reach kids who don't meet the criteria of existing services. We provide emergency distraction services to nurture the emotional well-being of kids undergoing medical treatment and other practical support to their families within 48 hours of the request being made.

The Office Administrator position reports to the Program Director and the CEO and is a key member of the TLC for Kids team. Supporting a team of professionals, you will be required to demonstrate initiative and work in accordance with the organisation’s office routines and procedures to meet the overall charity's objectives.

The Office Administrator will support the team to provide a broad range of support programs, fundraising activities, and corporate support services and have the ability to handle multiple jobs/projects at one time and demonstrate great communication skills (both written and verbally).
 

ROLES AND RESPONSIBILITIES

Core Responsibilities (including but not limited to):

  • Assist the CEO - provide administrative and executive support such as research for suppliers, putting together presentations, preparing for fundraising activities, and general filing
  • TLC for Kids Procedure Manual Development & Maintenance of Policies (ongoing)
  • General office duties
  • Ensure the office is kept in a warm, welcoming, and tidy manner
  • Oversee mail collection and distribution
  • Ensure office and kitchen supplies are stocked
  • Ensure meeting rooms are set up as required and confirm all amenities and IT systems are in place
  • Ensure all stationery cupboards and event/fundraising collateral is maintained 
  • Volunteer coordination
  • Provide administrative assistance to the Events and Marketing departments, when required
  • Manage data input into relevant registers
  • Undertake audits to review currency and accuracy of data and files
  • Aim towards a ‘paperless’ filing system
  • Be the go-to-person in the office 
  • Organise banking
  • Organise outgoing deliveries in a timely manner
  • Minute taking and meeting scheduling of Board Meetings

 

KNOWLEDGE & EXPERIENCE REQUIRED 

Essential

  • Strong administration skills – organised, thorough, systems orientated with attention to detail 
  • Ability to clearly and professionally communicate with people at all levels
  • Excellent levels of computer literacy and touch-typing skills
  • Must have experience with Salesforce, Asana, Slack, Google Docs, Google Mail, and G-Suite.
  • Ability to maintain and update various databases
  • The ability to create a positive impression in a professional, courteous, and efficient manner to ensure excellent client service
  • Proactive, punctual, and reliable. 
  • Well-presented and spoken
  • An enthusiastic nature
  • Enjoys dealing with people daily and is tolerant, polite but assertive.
  • Previous experience in an administrative role
  • Ability to quickly and easily learn new software platforms
  • Knowledge and use of the Google Office products
  • Advanced knowledge and use in Google Calendars
  • Use of Cloud-Based Document storage and sharing platforms (Dropbox, Google Drive, iCloud)
  • Ability to use online meeting and webinar software (Zoom, Microsoft Teams)
  • Knowledge in record management systems

Desirable

  • Experience in the not for profit (NFP) industry
  • To maintain a high professional and ethical profile in accordance with industry and charity standards
  • To perform your duties to a high professional and ethical standard

Office Administrator

1

$25 - $34.99

Jobs / Administration & Office Support

Melbourne VIC

Annually - Full time

9 months ago

TLC for Kids is a children’s charity offering a range of services with tangible benefits to children, families, health care workers, and the whole hea


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