Program Administrator

We are seeking a Program Administrator to commence as soon as possible.

Key Responsibilities:

• Provide administrative assistance to Executive Director and program co-ordinator including:
  • Providing strong administrative support to the Executive Director
  • Invoicing
  • General administrative tasks/collation of documents utilising canva 
  • Scheduling meetings and providing support to Directors as required
  • Collating newsletters and other marketing materials
  • Maintaining Excel spreadsheets
  • Liaising with stakeholders by phone
  • Data entry
  • Ensuring filing is up to date (using Smokeball legal practise management system)
  • Assisting with fundraising events and corporate sponsorships

• Assist Program Co-ordinator with the scheduling and management of education support mentors and their sessions to ensure effective support for children in care, including monitoring their performance, session attendance, and progress reports.
• Assist program co-ordinator to follow up with education support mentors regarding session cancellations and makeup time to ensure continuity of support and compliance with program requirements.
• Use legal practice management system Smokeball and custom databases to efficiently manage all client files, session records, and program-related data.
• Conduct surveys and gather feedback from stakeholders to inform program improvements and compile reports for program evaluation and decision-making.
• Assist with management of  blue cards for program staff and volunteers, ensuring compliance with relevant regulations, and oversee the interview process for new program staff or volunteers as needed.
• Maintain organised online filing systems for all program-related records, prepare correspondence using internal systems, and assist with invoicing and payment follow-up using Xero.
• Answer and return phone calls and emails promptly and professionally, ensuring efficient record-keeping and timely resolution of inquiries and issues.

During the period from August to December, our program experiences its peak activity, particularly concerning the intake of applications for the following year. This period is pivotal for our program's success, requiring adept management of numerous concurrent deadlines and pressures. 

Key responsibilities during this phase include:

• Proactively following up with Carers, Child Safety Departments, and Foster Agencies to ensure timely submission of applications for the following years program cycle.
• Undertaking substantial administrative tasks to meticulously input all application data into our database system and diligently manage associated workflow processes.
• Assistance with documentation for recruitment and scheduling appointments

Skills Required: 

• Ability to work well in a team;
• Very strong administrative skills including proficiency in word, excel, outlook, xero, 
• Ability to work independently, follow established workflows, and take initiative as needed.
• A strong administrative background, preferably in roles such as program coordination or an executive assistant position within professional services firms, is highly advantageous. 
• Strong proficiency in Excel, coupled with the ability to navigate custom databases and/or legal practice management software, is highly advantageous. Additionally, quick to learn new skills and technologies.
• Strong work ethic 
• Excellent organisational skills with exceptional attention to detail and accuracy in data management and record-keeping
• Eligibility for a Qld Working with Children Check.
• Current driver’s license and vehicle.

Working Conditions

• Full-time position 
• Brisbane based role in offices at Newstead.
• Hours:  9am am to 5:30 pm with a one-hour lunch break.
• Key busy period from August to March, other than the scheduled annual Christmas closure, no annual leave can be taken over this period.