Program Administrator (Paid Position) - Join A Market Leader - Part-Time

Ardoch is a national not-for-profit organisation focused on improving educational outcomes for children and young people experiencing disadvantage.
 

We deliver tailored education and wellbeing programs which address barriers to education by providing vital learning and wellbeing resources and activities. These programs build children and young people’s confidence, aspirations, social skills and wellbeing. These are essential elements for enabling full engagement in education and a love of learning. Engagement in education is the key to opening future pathways and possibilities. Without it, the cycle of disadvantage and inequity continues.
 

We broaden horizons for children by providing access to excursions and inspiring learning experiences. We mobilise volunteers to support students in partner schools to act as positive adult role models who invest time, share knowledge and experience, and actively demonstrate their interest in a child’s future. We advocate for change so that key issues such as inequities in Australia’s education system are at the forefront.
 

Ardoch works with thousands of children and young people in schools in Victoria, New South Wales, Queensland and Western Australia. We achieve this by linking schools, businesses and communities to support programs and activities to assist schools, children and their families.
 

Vision
Our vision is that every child’s potential is realised through full participation in education.
 

Values
• Empowerment: We recognise people’s strengths and uniqueness, amplify their voices, and support them to make their own choices.
• Learning: We value the power of education to change lives, and continually learn from research, students, partners, communities and each other.
• Impactful: We strive to create the most meaningful change for the students we support.
• Community: We connect diverse voices and perspectives and collaborate to respond to the unique needs of schools and their communities.
• Accountability: We own our actions and take responsibility for creating a fair, respectful and positive environment.

About Ardoch’s Buddies Programs
Ardoch’s Literacy Buddies and Numeracy Buddies programs pair adult volunteers from workplaces, with classes of students in schools facing disadvantage. Over the course of the year, students correspond through hand-written letters or numeracy-themed exchanges. The volunteer Big Buddies visit students at their school, and the student Little Buddies end the program with a visit to the Buddies’ workplace. The program supports students to build their confidence, aspiration and social skills, as well as their engagement in learning.

Tenure and Hours
Part-time role (0.8 FTE)
Ongoing role
 

Job Classification
Modern SCHADS (Social, Community, Home Care and Disability Services Industry) Award 2010, Level 3.1
 

Position Objectives
The position objectives are to:
1. Effectively and efficiently coordinate administration of the Literacy and Numeracy Buddies programs
2. Maintain accurate and up-to-date records regarding volunteers’ training and program involvement
3. Support program logistics to ensure smooth running of letter rounds and visits
 

Location
Head office located at Level 4/85 Queen Street, Melbourne, VIC, 3000. Flexible, hybrid arrangements. All Ardoch staff work remotely on Mondays and Fridays.
 

Benefits of Working for Ardoch
• Working with like-minded colleagues to make a difference in our community to support the learning and wellbeing of children and young people experiencing disadvantage
• Salary packaging is available in line with current legislation - Advantage Salary Packaging manages Ardoch employees’ salary packaging
• Five days of designated gifted leave over the course of the year and a day off for your birthday
• Flexible working arrangements policy, with variations subject to agreement by manager and CEO considered
• Ardoch’s strong commitment to staff learning and development

Position Responsibilities

The key functions and responsibilities of the role are to:
1. Program administration
• Coordinate letter and blog exchanges between students and volunteers, including tracking rounds, ensuring letters are screened and following up outstanding letters
• Coordinate workplace and school visits, including liaising with schools and workplaces to confirm dates, ensuring agendas are returned, Ardoch facilitators are confirmed, and providing necessary resources to schools and workplaces
• Update program information on Ardoch’s CRM, such as round completion, visit dates, volunteer hours and other relevant information
• Be the primary contact for volunteers supporting the program (such as letter screening and other administrative tasks), including allocating weekly tasks.
• Support the hosting of school and workplace visits if needed
 

2. Volunteer recruitment, onboarding, and support
• Support the Program Coordinator to work with corporate partners to recruit volunteers from their employee cohorts for the Buddies programs
• Support the recruitment of volunteers from community partners for Buddies programs
• Provide regular updates to Workplace Coordinators on recruitment and progress through compliance steps of their volunteers
• Facilitate the volunteer screening process, such as by allocating training modules, responding to queries, and ensuring all compliance tasks are finalised before volunteers commence writing letters or attending visits
• Provide support to volunteers through the compliance process
• Support initiatives to recognise volunteers
• Support volunteer involvement in other program opportunities
• Be flexible to support other volunteer management or program delivery requirements in periods of high workload or staff leave
 

3. Data collection, reporting & administration
• Maintain accurate volunteer records on Ardoch’s Salesforce CRM
• Complete administrative tasks for volunteer management effectively and efficiently
• Provide regular reports on the status of each program
• Support reporting, including status updates, collection of case studies and timely and accurate data entry
• Report any child safety incidents identified
 

4. Other duties as required commensurate with role
• Support the delivery of other Ardoch programs when necessary

Key Selection Criteria

Essential
1. Commitment to, understanding of and passion for the vision, purpose, work and values of Ardoch
2. Strong organisational skills and attention to detail
3. Ability to build and maintain relationships across a diverse range of stakeholders
4. Demonstrated capacity to deal with high volume workloads efficiently and prioritise accordingly
5. Clear verbal and written communication skills
6. Ability to work independently while remaining accountable for own performance as part of a team
7. High-level computer and administrative skills
8. Well-developed interpersonal and problem-solving skills
 

Desirable
1. Experience using CRM systems such as Salesforce
2. Experience working in high-volume, transactional roles in which errors must be minimised
3. Experience or an understanding of working with volunteers
4. Knowledge or experience working or volunteering in a non-profit environment
5. Knowledge of program monitoring and evaluation

How to apply

For further information please contact Claire Lawson on 03 9537 2414 or via [email protected]. The full position description is also available at www.ardoch.org.au/careers
 

To apply, please send an email to [email protected], by 11:55pm on Monday 17 June 2024, attaching:
1. A cover letter (maximum two pages) outlining how you meet the key selection criteria
2. Your current resume including three referees. (Referees will not be contacted without your prior knowledge)
 

NOTE: You do not need to address every point in the selection criteria individually. Across your cover letter and resume, you should demonstrate that you meet the selection criteria,
providing examples of how you have done so, where necessary, such as through other experiences.
 

We anticipate that interviews will take place from Thursday 20 June onwards.
 

Ardoch is an equal opportunity employer and Indigenous Australians, people living with disability, people who identify as LGBTIQA+ or are from a culturally and linguistically diverse background are encouraged to apply.
 

Please contact us at [email protected] or on (03) 9537 2414 if you have any accessibility requirements with which we can assist.