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Finance & Administration Assistant – Fundraising

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Organisation : Wildlife Victoria

Location : Melbourne (Abbotsford)

Work type : Part-time

Sector : Animals, Community Development, Conservation & Environment

Salary type : Hourly

Application closing date : 22 Jul, 2019

About the role

  • Melbourne based
  • Flexible, part-time, 3 days per week
  • Fixed term (12 months) with possibility of extension depending on funding

The Finance and Administration Assistant will be responsible for the management of our regular givers – Wildfriends, processing of incoming donations and assist office administration and accounting processes – and for assisting the Volunteer Coordinator with event planning and management. 

Fundraising Responsibilities: 

  • Processing and receipting of incoming donations. 
  • Responsible for all administrative facets of WildFriends, our regular giving program (approx. 600 donors) 
  • Proactively engage with supporters 
  • Instigate follow up on expiring credit cards 
  • Regularly contact expired credit card payments 
  • Welcome new Wildfriends 
  • Liaise with the Fundraising Manager to ensure the most beneficial approach to retaining and sourcing new Wildfriends 
  • Administration and follow up of Community initiated fundraising including distribution and collection of money tins. 
  • Maintenance of accurate donor records in the donor database 
  • Other fundraising administration tasks as directed from time to time. 

Role and Responsibilities:

  • Assist in the preparation of MYOB data inputs for approval by FAM 
  • Accounts payable – check, code and obtain authorisation for data entry 
  • Accounts Receivable: prepare relevant documents for sale of merchandise and/or supplies 
  • Assist with daily excel cash book summaries and alert FAM to any un-reconcilable variances with Salesforce (database) 
  • Prepare daily banking reports and lodge banking at local branch 
  • Processing donations and DGR receipts 
  • Enter incoming mail credit card, cash and money order donations/payments into Salesforce, prepare MYOB documents as appropriate for non-donation banking 
  • General ledger reconciliations as directed by FAM 
  • Other reasonable ad-hoc activities as required.

Volunteer Support 

  • Organise venues and catering for volunteer events 
  • Administrative tasks related to volunteers (process training payments, print ID badges, process volunteer applications, enable Wildnet access) 
  • Other reasonable ad-hoc activities as directed from time to time 

Administration Responsibilities 

  • Answer and respond to incoming calls promptly and directing calls appropriately 
  • Check on Office phone messages 
  • Manage administration including various email accounts; receiving and assessing incoming mail in a timely manner, responding directly or redirecting as appropriate 
  • Lodge postage as necessary, including preparing and lodging Australia Post click and send as appropriate 
  • Collect, open and distribute mail 
  • Maintain stocks of office supplies (prepare stationery orders for approval by FAM) 
  • Issue certificates of appreciation as required 
  • Other reasonable ad-hoc activities as required. 
  • Filing and archiving

Selection Criteria Essential: 

  • Commitment to best practice principals 
  • Demonstrated ability to work autonomously, engage with multiple teams and prioritise competing tasks 
  • Good computer skills and experience using a database or CRM 
  • A good phone manner and experience engaging with donors or customers in a friendly and helpful way 
  • The ability to review processes, assess level of effectiveness and proactively contribute towards positive improvements 


  • Previous office administration experience 
  • Experience with Salesforce or donor databases 
  • Experience in a fundraising environment 
  • Experience with wildlife/animal rescue or care (workplace or volunteer capacity) 
  • Previous office administration experience 
  • Experience with Salesforce or donor databases 
  • Experience in a fundraising environment 
  • Experience with wildlife/animal rescue or care (workplace or volunteer capacity) 

About the organisation

Organisation Name : Wildlife Victoria
Wildlife Victoria provides a vital link for the community between distressed Australian wildlife and the appropriate response and care needed. We utilise our technology, experience and knowledge, together with positive collaborations to advocate for better wildlife welfare and educate the community about how to successfully co-exist with these iconic creatures.

Wildlife Victoria has provided the community with a Wildlife Emergency Response service for 30 years. 


How to apply for this role

Applications not allowed for this job listing.

Please quote in application: Finance & Administration Assistant – Fundraising via Pro Bono Australia.

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