Operations And Administration Manager - Hiring Now - Part-Time

Position: Operations and Administration Manager

Reports to: Chief Executive Officer, Director of Finance and Operations, Heads of Departments

Direct reports: Team members, as assigned

Location: 374 Brunswick Street, Fortitude Valley, QLD 4006

Employment Basis: Part Time (30.4 hours per week)

Term: Permanent

Salary Range: $65,000 - $70,000 per annum (pro rata) (i.e. $32.90 - $35.43 per hour)

ABOUT QMUSIC

QMusic is the peak body for the music sector in Queensland, a not-for-profit dedicated to securing the future of an industry that delivers artistic, cultural, social and economic value to Queensland.

With ongoing funding commitments from the state and federal government and partnerships with local government authorities across our state, we run a series of programs and events focused on building community, music industry capacity, market growth and artistic development.  

We provide powerful platform events to showcase Australian talent to audiences here and around the globe, all the while acting as a key advocate for the sector and investing in the grassroots of music across our state.

Key events include BIGSOUND, the largest music industry event in the southern hemisphere, the Queensland Music Awards, our state-wide skills and capacity building program QMusic Industry Connect, Queensland Parliamentary Friends of Music, as well as festivals including Valley Fiesta, and awards such as the Billy Thorpe Scholarship, the Grant McLennan Fellowship, the Carol Lloyd Award and the Dennis ‘Mop’ Conlon Scholarship. 

POSITION SUMMARY

The Operations and Administration Manager ensures the smooth running of QMusic’s administrative operations as well as providing executive support to the CEO.

Organised and confident in decision making, the Operations and Administration Manager promotes a culture of high performance and continuous process and system improvement.

KEY RESPONSIBILITIES

• Provide the CEO with executive support including diary management, organising and documenting meetings, etc.
• Support the Director of Finance and Operations with the delivery of operational and administrative processes, staff and office needs, travel bookings, liaising with suppliers and contractors, etc.
• Support the Secretary and the Management Committee by organising the monthly Committee meetings and the Annual General Meeting. Prepare report pack for the monthly meetings.
• Collaborate across departments and work alongside the Director of Finance and Operations to manage all human and departmental resources to deliver best outcomes. 
• Answer phones, manage multiple mailboxes, handle postage, deal with general enquiries from members, artists, suppliers and contractors.
• Ensure smooth running of the office, office supplies and equipment. 
• Review and improve administrative systems, policies and procedures.
• Maintain relationships with stakeholders including partners and funding bodies.
• Manage employment recruitment process including drafting / updating position descriptions, advertising positions, compiling applicants, short listing applicants and arranging interviews.
• Assisting with on boarding and induction of new staff covering office procedures and IT requirements (both hardware and software).
• When needed recruit, induct, train and supervise event staff.
• Manage interns and volunteers as required.
• Work collaboratively with all members of the QMusic team and ensure open and clear communication is maintained across the organisation.
• Undertake any other tasks as reasonably requested including attending QMusic events and functions.

KNOWLEDGE, EXPERIENCE AND SKILLS 

• Demonstrated relevant experience in a similar role. 
• Highly developed interpersonal, oral and written communication skills and the ability to liaise and manage a diverse range of people of varying skill sets. 
• Ability to manage significant workloads during peak periods and work under pressure to meet deadlines. 
• Experience with project management and ability to plan for and keep track of multiple projects and deadlines.
• Strong skills in Microsoft Office 365 (especially Word, Excel, Outlook, Teams, SharePoint). 
• Experience using Microsoft 365 Admin Centre is highly desirable.
• Experience using Airtable, Xero, Employment Hero, Keeper and Dropbox are beneficial. 
• Excellent attention to detail with a high level of accuracy.
• Ability to work autonomously.
   

KEY RELATIONSHIPS   

Internal:  Director of Finance and Operations, Chief Executive Officer, Management Committee and staff.

External: Members, Artists, Suppliers, Contractors, Government Stakeholders, Partners, Customers and Donors.

POLICIES AND WORKPLACE PRACTICES  

All QMusic employees are required to acquaint themselves with the organisation’s policies and procedures and to abide by them at all times.  

It is expected employees will be respectful towards the organisation, colleagues, clients and public, act collaboratively with all colleagues and act in safe and responsible manner at all times.  

Flexible work hours will be required for occasional weekend and evening events. 

APPLICATIONS   

Please send:    

• a covering letter demonstrating your suitability for successfully performing the requirements of the role.
• a current CV including two employer references.

Apply through Seek or email your application to: [email protected] by 11:59 PM AEST Sunday 16th June 2024.

Enquiries: Please contact the QMusic office on (07) 3257 0013 or [email protected]