Administration Coordinator

Ruah; Perth; On-site; AUD 79,000 - 106,000; Full time

Benefits offered by this job

Salary & leave

EAP program

Journey Cover

Salary packaging

Community involvement

Parental leave

Job summary

Ruah is seeking an organised Administration Coordinator to support the Luminos service within Mental Health & Wellness at our Northbridge office. This newly created role provides vital administrative support to the Team Lead and the service team, including scheduling, data management and volunteer coordination.

You will work Monday to Friday, 9:00am to 5:00pm, in a full‑time permanent role with salary aligned to the Ruah Enterprise Agreement and SCHADS Level 4, plus leave and benefits.

Qualifications

• At least three (3) years' experience in a similar role providing administrative support to a small team.
• Advanced Microsoft Office skills and experience working with client management systems.
• Ability to work autonomously with minimal supervision.
• Excellent communication and interpersonal skills with staff, volunteers and clients.
• Experience handling sensitive information and mental health considerations.

Responsibilities

• Coordinate volunteer rosters and manage availability, cancellations and replacements.
• Maintain accurate volunteer records, attendance data and documentation.
• Provide administrative support to the Team Lead and Luminos team including scheduling and document management.
• Ensure data entry and information systems are up to date.
• Assist with funding, performance and program reporting requirements.
• Maintain records relating to volunteer participation and program outcomes.
• Support audits and compliance reporting.
• Build positive relationships with staff, volunteers and external stakeholders.
• Contribute to continuous improvement of administration and coordination processes.
• Support day-to-day operation of the Luminos service to enable frontline teams.

Skills

Organisational skills

MS Office

Client management systems

Autonomy

Communication

Interpersonal skills

Mental health sensitivity

Tools

Microsoft Office

Job description

About Ruah

Ruah is a leading values-driven employer in Western Australia's community services sector. Our staff go boldly, not just supporting people in need, but working to end homelessness, end domestic violence and create opportunities for people struggling with poverty and mental health challenges.

Our professional team of operational and corporate services staff is backed by one of WA's biggest Peer support workforces. Our staff reflect our commitment to diversity and inclusion, where difference is valued, celebrated and embraced.

By choosing to work with us, you are helping transform the lives of vulnerable and disadvantaged people in our community.

About the Role

We are seeking an organised and proactive Administration Coordinator to support the delivery of our Luminos service within Mental Health & Wellness.

This newly created role provides vital administrative support to the Team Lead and broader service team, helping ensure the smooth day-to-day operation of the program. Working closely with staff and volunteers, you will play a key role in volunteer coordination, reporting, data management and maintaining effective administrative systems that support quality outcomes for young people accessing the service.

As a newly created position, this is an exciting opportunity to help shape administrative processes and contribute to the ongoing success of the Luminos service.

This is a full-time permanent position based at our Northbridge office, working Monday to Friday, 9:00am to 5:00pm.

Key Responsibilities

• Coordinate volunteer rosters and manage changes in availability, cancellations and replacements
• Maintain accurate volunteer records, attendance data and administrative documentation
• Provide administrative support to the Team Lead and wider Luminos team, including scheduling, correspondence and document management
• Ensure data entry and information systems are maintained accurately and up to date
• Assist with funding, performance and program reporting requirements
• Collate and maintain records relating to volunteer participation, service activity and program outcomes
• Support audits, quality assurance activities and compliance reporting requirements
• Build positive working relationships with staff, volunteers and external stakeholders
• Contribute to continuous improvement initiatives across administration, reporting and coordination processes
• Support the smooth day-to-day operation of the Luminos service, enabling frontline teams to deliver quality support to young people

What We're Looking For

To be successful in this role, you will have:

• At least three (3) years' experience in a similar role providing administrative support to a small team
• Well-developed organisational skills, including the ability to manage competing priorities and meet deadlines
• Advanced Microsoft Office skills and experience working with client management systems.
• The ability to work autonomously with minimal supervision
• Excellent communication and interpersonal skills, with the ability to engage effectively with colleagues, volunteers, stakeholders and clients
• Demonstrated ability to work professionally and sensitively with issues including mental health concerns, suicidal ideation, self-harm, and alcohol and other drug use
• Experience interpreting funding requirements and supporting reporting obligations
• Demonstrated ability to identify opportunities for continuous improvement
• Demonstrated knowledge and understanding of diversity and social inclusion, including Aboriginal culture and culturally safe practice

Desirable

• Experience coordinating volunteers and volunteer rosters
• Experience working within community services, mental health, youth services or the not-for-profit sector
• Experience supporting audits, compliance activities and quality assurance processes
• Understanding of government-funded programs and reporting requirements

What We Offer

• Salary aligned with the Ruah Enterprise Agreement and SCHADS Award Level 4, commencing at $92,575 per annum + superannuation
• 5 weeks annual leave plus 17.5% annual leave loading (for award-based staff)
• 16 weeks paid parental leave, with flexibility to take at 32 weeks half-pay
• Free, independent and confidential access to our Employee Assistance Program for you and your family
• Free Ruah-paid Journey Cover (insurance while travelling to and from work)
• Generous salary packaging benefits, including:
• Up to $15,900 in core salary packaging
• An additional $2,650 in meal entertainment packaging
• Additional packaging options for travel, accommodation, parking fees, education expenses and more
• Opportunities to be involved in the Ruah community through working groups, Pride events, reconciliation initiatives, cultural celebrations and much more

Required Compliance Documents

• Current WA Working with Children Check
• National Police Clearance
• International Criminal Check (if applicable)
• Current First Aid Certificate

Applications close: 29 September 2026.

For Further Information

Clayton Pearson - Service Lead, Mental Health & Wellness via email [e-mail]

or

Lisa Vandervoort - Team Lead, Luminos, Mental Health & Wellness via email [e-mail]

We are building a workplace where difference is embraced and encouraged - and to do this, weneed people on our team who are representative of the clients we work with, who are passionate about change and courageous enough to stand up for what is right.

Everyone is welcome. Everyone belongs.

We are committed to protecting children and young people from harm. All applicants will undergo an extensive screening process prior to appointment.