Position Description - Administrator

Reports To

The Administrator reports directly to the Burnie Athletic Club Board.

Employment Status

Contract Position (Term and hours to be determined)

Some evening and weekend work will be required to support Board meetings, Club activities and major events.

Position Purpose

The Administrator is responsible for leading the day-to-day operations of the Burnie Athletic Club, ensuring the Club operates efficiently, professionally and in accordance with its strategic objectives.

Working collaboratively with the Board, volunteers, members, event committees and external stakeholders, the Administrator provides high-level governance, administrative and operational support while facilitating the successful delivery of the Club's programs and events.

The position plays a critical role in supporting the sustainability and future growth of the Club through effective administration, stakeholder engagement, sound governance and continuous improvement.

The Administrator is expected to demonstrate initiative, identify opportunities for innovation and actively contribute to the ongoing success and reputation of the Burnie Athletic Club.

Key Responsibilities

Governance and Board Support

- Provide high-level administrative support to the Board and its committees.

- Coordinate Board and committee meetings, including preparation of agendas, reports, minutes and action registers.

- Prepare Board papers, correspondence and briefing material.

- Maintain corporate records, policies and governance documentation.

- Support the implementation of Board decisions and strategic priorities.

- Monitor governance obligations and assist the Board to meet legislative and regulatory requirements.

Operational Management

- Manage the day-to-day administration of the Club including records, office systems and procedures.

- Support the effective management of Club assets, facilities and equipment, including the Clubrooms and storage facilities in conjunction with custodians and volunteers.

- Identify opportunities to improve operational efficiency and service delivery.

Event Administration and Coordination

Coordinate and provide administrative support for the Club's major events, including:

- Burnie 10 (in accordance with the Joint Venture arrangements with Epic Events)

- New Year's Sports Carnival

- 321GO Kids Race

- Club competitions and other sanctioned events.

Responsibilities include:

- Committee administration

- Planning and coordination support

- Stakeholder liaison

- Volunteer coordination

- Sponsorship administration

- Event documentation

- Compliance requirements

- Operational logistics

- Post-event reporting

- Marketing and promotion

The level of support provided for each event will be determined in consultation with the relevant Event Committee and the Board.

Membership and Volunteer Engagement

- Coordinate all membership administration.

- Maintain membership records.





- Support volunteer recruitment, communication and recognition.

- Foster a welcoming and inclusive Club environment.

Communications, Marketing and Promotion

- Coordinate the Club's communication strategy.

- Manage and maintain the Club website and social media

- Prepare newsletters, promotional material and member communications.

- Coordinate media releases and respond to media enquiries as required.

- Promote Club activities, achievements and events.

- Assist in maintaining and enhancing the Club's public profile.

Stakeholder and Partnership Management

Develop and maintain productive working relationships with:

- Athletics Tasmania

- Cycling Australia

- NW Axemen’s Association

- Local, State and Federal Government agencies including Burnie City Council

- Funding bodies

- Sponsors

- Schools

- Community organisations

- Event partners

- Contractors

- Volunteers and members

Support the preparation of funding applications, grant submissions and acquittal reports in collaboration with the Board.

Identify opportunities to develop partnerships that strengthen the Club's long-term sustainability.

Financial Administration

Working closely with the Treasurer to ensure adequate financial records for the Club.

Strategic Planning and Continuous Improvement

- Assist the Board in implementing the Club's Strategic Plan.

- Identify opportunities for organisational growth and improvement.

- Develop and improve policies, procedures and operational systems.

Key Relationships

Internal

- Board of Directors

- Event Committees

- Members

- Volunteers

- Officials

- Coaches

External

- Epic Events

- Athletics Tasmania

- Cycling

- Woodchopping

- Government agencies incl Burnie City Council

- Funding bodies

- Sponsors

- Schools

- Contractors

- Community organisations

- Media

- Sporting organisations

Selection Criteria

Essential

- Demonstrated experience in administration, executive support or operational management.

- Excellent organisational and time management skills.

- Highly developed written and verbal communication skills.

- Demonstrated ability to build productive stakeholder relationships.

- High level computer literacy, including Microsoft Office and cloud-based systems.

- Ability to work independently while managing competing priorities.

- Robust attention to detail.

- Demonstrated initiative and problem-solving ability.

- Current Drivers Licence.

Desirable

- Experience working within sport, recreation, community or not-for-profit organisations.





- Experience supporting Boards or committees.

- Event management experience.

- Experience preparing grant applications and funding submissions.

- Marketing, communications and social media experience.

- Knowledge of governance requirements within incorporated associations.

- Experience working with volunteers.

Behavioural Expectations

The Administrator is expected to demonstrate behaviours that reflect the Burnie Athletic Club's commitment to professionalism, collaboration and community participation.

In carrying out the responsibilities of the role, the Administrator will:

- Act with integrity, professionalism and accountability in all dealings.

- Build positive and respectful relationships with Board members, volunteers, members, athletes, officials, sponsors and external stakeholders.

- Communicate openly, effectively and respectfully with a diverse range of people.

- Demonstrate initiative by identifying opportunities to improve Club operations, systems and processes.

- Work collaboratively to achieve the strategic objectives of the Burnie Athletic Club.

- Be adaptable and responsive to changing priorities and the evolving needs of the Club.

- Exercise sound judgement and maintain confidentiality where required.

Key Performance Outcomes

Success in this role will be demonstrated through:

- Effective governance and administrative support to the Board.

- Successful coordination and support of Club events and operational activities.

- Strong stakeholder, member and volunteer engagement.

- Compliance with governance, legislative and reporting obligations.

- Efficient and continually improving administrative systems and processes.

- Effective communication and promotion of the Club.

- Successful coordination of grant applications, reporting and sponsorship administration.

- Positive working relationships with key stakeholders and partners.

- Meaningful contribution to the achievement of the Club's strategic objectives.

Working Arrangements

This position is offered as a contract engagement.

The Administrator will primarily operate from a home office with flexibility to attend Club facilities, meetings and events as required.

The Burnie Athletic Clubrooms at West Park Oval are available for use where appropriate.

Given the nature of the role, flexibility in working hours is essential, including attendance at evening meetings and weekend events.

The Board will work collaboratively with the successful contractor to determine appropriate hours of engagement based on the operational requirements of the Club.

Position Review

This Position Description outlines the primary responsibilities of the Administrator. As the Burnie Athletic Club continues to evolve, the duties and responsibilities of the role may be reviewed and amended by agreement with the Board to meet the changing needs and strategic priorities of the Club.

📌 Club Administrator (Devonport)
🏢 Burnie Athletic Club
📍 Devonport