OFFICE MANAGER

OVARIAN CANCER AUSTRALIA

  • Work as part of a committed and passionate team
  • Join a dynamic and growing not-for-profit organisation

Location:Central Melbourne

Position Reports to:Director Finance and Business Services

Direct Reports:Administration Officer

Administration and Volunteers Coordinator

Position Type:Full time (38 hours per week)

ORGANISATION

Ovarian Cancer Australia (OCA) is the leading national body for ovarian cancer in Australia. Founded in 2001 by a group of people personally affected by ovarian cancer, our vision is to save lives and ensure that no woman with ovarian cancer walks alone. We work to ensure that:

  • Women with ovarian cancer have a strong voice
  • Every Australian knows the symptoms and risks of ovarian cancer
  • All women with ovarian cancer have access to best practice diagnosis, treatment, information and support
  • A vibrant and growing national ovarian cancer research effort in Australia informs practice and translates into improved quality of life and survival for women.

Ovarian Cancer Australia’s values are: We listen; We are inclusive; We are courageous; We act with integrity.

BACKGROUND

This exciting role is responsible for managing the office administration functions across the organisation.

The responsibilities of this role include but are not limited to supporting the Director Finance and Business Services and the Chief Executive Officer (CEO),providing administrative support to the Board and sub-committees and ensuring the office is operating effectively and efficiently.

RESPONSIBILITIES

Executive Support

  • Executive support to the Director Finance and Business Services (DFBS) and to the CEO.
  • Administrative support for the Board and Board sub-committees and advisory committees including room booking, circulation of papers, agenda preparation and minutes, catering and equipment requirements.
  • Maintain records of key activities and alert the DFBS of renewal requirements and / or issues as they arise e.g. lease and insurance requirements, conflict of interest register, risk register, complaints recording.

General Administration

  • Manage the smooth operation of the office including maintaining office equipment and stationery supplies and liaison with external providers / suppliers as needed.
  • Oversee the daily administration tasks including answering the phone, managing correspondence, responding to enquiries, delivering mail.
  • Undertake key administrative tasks to support relevant OCA meetings including booking of venues, registration processes, catering and equipment requirements.
  • Maintain strong relationships with building management and other relevant suppliers as required.
  • Assist the DFBS with the management and oversight of the ICT functions and service providers.
  • Book travel and accommodation as required.

General

  • Contribute to the culture of decision making including cooperation, collaboration and shared accountability.
  • Perform other duties as directed and necessary to the proper performance of the role.
  • Oversee the day to day functions of the administration team.
  • Assist DFBS in managing the data integrity of records management system and ensuring all policy and procedures are reviewed and updated in a timely manner.

EXPERIENCE, SKILLS AND QUALIFICATIONS

  • Excellent communication skills.
  • Attention to detail with logical and practical approach to tasks.
  • Excellent managerial, organisational and administrative skills
  • High level of computer literacy, proficient in Microsoft Office products.
  • The ability to build productive working relationships with a range of stakeholders.
  • A multitasker with the ability to wear many hats in a fast-paced environment.

KEY SELECTION REQUIREMENTS

  1. Excellent communication and interpersonal skills.
  1. Previous experience in the coordination of committee papers including minute taking, agenda preparation and dissemination.
  1. Excellent organisational, administrative and time management skills and flexibility to respond to changing demands
  1. An ability to prioritise tasks and to work with minimal supervision as well as part of a team.
  1. Ability to problem-solve and to take initiative.
  1. Attention to detail and capacity to work with a high level of accuracy.
  1. Excellent computer skills and experience with a range of programs and databases.
  1. Commitment to the vision, mission and values of Ovarian Cancer Australia.

APPLICATION INSTRUCTIONS

Applications must include:

  1. A covering letter addressing the key selection criteria
  1. A current curriculum vitae or resume.

Please address applications to:

Cindy Kenny

Director Finance and Business Services

Level 1, Queen Victoria Women’s Centre

210 Lonsdale Street, Melbourne VIC 3000

Or via email to