Administration Officer (VIC)

Location:  Parkville, Melbourne

Working Arrangement:  Hybrid (2 days in the office per week) 

Hours: Part-time, 30.4 hours and 4 days per week   

Status:  Fixed-term contract until 31 December 2026 

Industrial Instrument: Clerks – Private Sector Award (2020)

Position Purpose: 

This role will provide project and administration support to contribute to the successful delivery of a range of funded projects and activities for the Victorian and Tasmanian NDS teams.  

NDS staff meet regularly together as a whole organisation to support each other in delivery of the strategic plan for member engagement, delivery of key stakeholder communication and advocacy activities across the disability sector. This also includes government and other key stakeholders.  The Victorian and Tasmanian teams have adopted a collaborative relationship meeting regularly to support each other. The shared administration position is reflective of this approach.  

The Administration Officer role contributes to the support NDS provides its members in promoting the development of quality services and life opportunities for Australians with disability. 

Key Responsibilities:

Specific requirements of this dual team role will be directed by the Victorian and Tasmanian State Managers and may include any of the following responsibilities:  

• Supporting the State Managers and other NDS team members. 

• Effectively using the Microsoft Dynamics Client Relationship Management (CRM) system to support NDS engagement with member organisations, including event bulk email sends, creation of membership data reports. 

• Resourcing a range of in person and online meetings, with preparation of agendas and meeting papers, meeting set up and online support needs, recording meeting minutes and actions and scheduling requirements. 

• Undertaking administration tasks including, preparing invoice and expenses requests for payment for finance to process, uploading documents to SharePoint, supporting Managers with diary management, following up team planning or reporting needs. 

• General office management and co-ordination including assisting with IT, HR and Facilities management e.g. welcome packs for new starters, collecting and distributing IT equipment, office supply orders, security cards, maintenance & repairs etc 

• Assist with organisation of special events such as conferences, dinners, awards, catering or similar.   

• Assisting with internal and external communication requests including regular coordinating role with production of a monthly member newsletters. 

• Preparing papers in accessible formats.  

• Other duties as required.