Office and Administration Manager

The Rural Foundation Ltd; Ballarat; Hybrid; AUD 28,000 - 42,000; Part time

Job summary

Youthrive Victoria, operating as The Rural Foundation Ltd, invites applications for the part-time Office & Administration Manager based in Ballarat. The role supports the CEO and senior team, coordinates admin for programs, grants, and governance, and manages data systems.

Flexible 15–25 hours weekly with some in-office attendance, and some work-from-home negotiable. You bring strong IT, organisation, stakeholder communication, and experience in not-for-profit administration.

Qualifications

• Strong IT skills including Microsoft Office and Xero.
• Demonstrated organisational and time management skills.
• Understanding online grant applications, reporting and grant budget preparation and acquittal.
• Experience in data management and reporting.
• Understanding of strategic planning including Theory of Change is desirable.
• Strong communication skills, both written and verbal.
• Ability to lead and work in a team environment as well as independently.
• Ability to multitask while maintaining attention to detail.
• Ability to build strong relationships with external and internal stakeholders.
• Commitment to working for a rural community-focused for-purpose organisation.

Responsibilities

• Administrate the Youthrive Victoria office and support administrative aspects of programs.
• Provide executive and board support.
• Liaise with external providers and supporters.
• Provide administrative support for Youthrive Victoria and partner events.
• Maintain the policy and procedure manual and associated documents.
• Assist with grants administration, tracking and acquittals, including KPIs.
• Provide administrative support to the Scholarships team.
• Support the CEO with reporting and donor communications.
• Assist in risk management and board papers preparation.
• Oversee data management and reporting with CEO support.

Skills

IT skills

Microsoft Office

Xero

Data management

Organisational skills

Time management

Communication

Team leadership

Multitasking

Stakeholder relationships

Tools

Chilli DB

Office software

Job description

Status: Part-time 0.4 - 0.6 EFT (15 – 25 Hrs./Week)

Location: Central Ballarat Office (some work from home negotiable)

About Us

Over the last eighteen years The Rural Foundation, trading as Youthrive Victoria, (established in 2008 by a generous grant from the Helen Macpherson Smith Trust), has connected with thousands of young people from across rural Victoria. Our programs are designed in collaboration with young people for young people, and we are renowned for our wrap around care.

Youthrive Victoria, believes in collaborating with partners, donors, communities, and alumni to provide programs for young rural Victorians, so rural communities will thrive through their skilled, resilient, and engaged young people.

We seek to fulfil our purpose to equip rural students pursuing further education with the capacity to lead and strengthen their communities by delivering a range of contemporary services and programs tailored to the needs and expectations of young rural people.

At Youthrive Victoria we believe in investing in and celebrating young rural people so that, when empowered, they will have a long-term positive influence in their communities. Our services span three key streams of Scholarships, Program delivery and our Alumni network.

We support young people through scholarships to assist university study, vocational training and apprenticeships. Our scholarships provide a range of wrap around care services together with financial support. The programs we deliver across rural Victoria include school-based group mentoring for year 12's, residential leadership and personal development programs, together with a range of other capacity building programs for young rural people.

About You

You are a qualified and/or experienced office manager looking for a part-time position with some flexibility. You pride yourself on excellent administrative and data management skills and understand the ‘for purpose’ sector through previous work in a not-for-profit organisation. You are keen to have a job that makes a difference with a desire to support rural communities and young people.

You are an enthusiastic all-rounder with exceptional organisational skills who likes being part of a team. You have strong communication skills and the ability to interact effectively with a broad cross-section of stakeholders, including young people, rural community organisations, the board, prospective donors and supporters. You are self-directed and a ‘can do’ person always looking for opportunities.

About the Role

The Office & Administration Manager will ensure the smooth operation of administrative activities of the organisation and support the Chief Executive Officer and senior team. The key to success is the ability to work independently and, in a team, be outcomes oriented, able to multi-task and prioritise the workload. There are various elements to the role, but the workload is spread across the year.

Your responsibilities include but are not limited to:

Administration

• Manage the Youthrive Victoria office and support administrative aspects of programs.
• Provide executive and board support.
• Liaise with external providers and supporters.
• Provide administrative support for Youthrive Victoria and partner events.
• Maintain the policy and procedure manual and associated procedural documents.
• Assist with the administration, tracking and acquittals for grants, including tracking KPIs.
• Provide administrative support to the Scholarships team.

CEO Support

• Work with the CEO to ensure supporters and donors receive timely information and reports.
• Work with CEO on Human Resources activities e.g. position descriptions, leave planning, draft employment agreements for CEO review.
• Work with the CEO to prepare draft policies and review policies as required.
• Manage risk reporting and regularly review insurance policies with CEO.
• Assist in preparation of Board papers.

Data Management and Reporting

• Oversee, with support of the CEO and staff, regulatory compliance for the organisation by monitoring the compliance calendar.
• Be responsible for the organisations data management system (Chilli DB).
• Lead the compilation of reports in response to management and funding needs.
• Bring to the attention of the CEO or Board as appropriate any matters that present a material risk.

Required Skills and Abilities

• Strong IT skills including competence using Microsoft Office, Xero, data management.
• Demonstrated organisational and time management skills, including operational planning and efficient office procedures.
• Understanding online grant applications, reporting and grant budget preparation and acquittal.
• Experience in data management and reporting.
• Understanding of strategic planning including the Theory of Change Model is desirable.
• Strong communication skills, both written and verbal.
• Ability to lead and work in a team environment as well as work independently.
• Ability to multitask while maintaining attention to detail.
• Ability to build strong relationships with external and internal stakeholders.
• Commitment to working for a rural community-focused for-purpose organisation.

Terms and Conditions

• This position is part time at up to 0.6 EFT.
• Flexible work arrangements can be negotiated with substantial attendance in the office required.
• Occasional work outside of normal business hours and travel may be required.
• The rate of pay is commensurate with experience and qualifications.
• All employees must obtain a satisfactory Police Record Check and Working with Children Check prior to commencing employment.
• Understand and adhere to all Youthrive Victoria Child Safety Policies and Procedures.
• Youthrive Victoria is an equal opportunity employer.

For a copy of the PD or any questions please contact Charlie Bracey *******@youthrivevic.org.au

Child Wellbeing and Safety

The Rural Foundation Ltd (Youthrive Victoria) is committed to preventing child abuse and identifying risks early, and removing and reducing these risks. The Rural Foundation Ltd (Youthrive Victoria) is strongly committed to child safety, participation and empowerment of all children. Our highest priority is that children are safe, happy and empowered. We support and respect all children, as well as our staff and volunteers. We are committed to complying with the Child Wellbeing and Safety Act 2005 and the Victorian Commission for Children and Young people 11 Child Safe Standards as updated in 2022.

Youthrive Victoria has zero tolerance of discrimination in any form and expects that staff and volunteers will act on any incident of discrimination. Children will be supported to express their culture and enjoy their cultural rights.