A meaningful role with genuine flexibility

Oatley RSL Sub-Branch Limited is seeking a capable, organised and dependable Administration & Finance Coordinator to provide practical day-to-day support to our volunteer Board, office bearers and members.

We are a not-for-profit veterans’ charity and part of the RSL NSW network. Much of our administration has traditionally been undertaken by volunteers. We are now establishing this new paid position to provide greater continuity, strengthen our administrative and financial processes and allow our volunteers to spend more time on veterans, commemorations, members, community engagement and strategic priorities.

This is a varied role for someone who enjoys being the person who keeps things organised, follows things through and makes an office run properly.

What you’ll be doing

· manage the Sub-Branch email inbox, routine correspondence, telephone and general enquiries;

· maintain well-organised electronic records, registers, correspondence and corporate files;

· coordinate calendars, meetings, appointments, action registers and follow-up of Board decisions;

· assist with preparation of agendas, Board and member meeting papers, presentations and correspondence;

· prepare draft meeting minutes and maintain records of resolutions and actions;

· process invoices, receipts and other transactions in Xero, including routine bookkeeping and reconciliation support;

· prepare banking and payment information for approval by authorised office bearers;

· maintain supporting financial documentation and assist with audit and reporting preparation;

· help prepare information for budgets, annual returns, compliance reporting and other RSL NSW and ACNC requirements;

· maintain member information and assist office bearers with RSL NSW membership and portal administration;

· obtain quotes, coordinate purchasing and maintain supplier and contractor records;

· liaise with suppliers, contractors, accountants, auditors, professional advisers and other service providers as directed;

· maintain contractor documentation, insurance certificates, WHS records and supplier compliance information;

· coordinate routine facility access, bookings, office supplies, equipment, minor maintenance and operational requirements;





· assist with member events, commemorative activities, functions and community initiatives;

· research grants and funding opportunities and assist with applications, documentation and acquittals;

· provide administrative support for property, facility improvement and other Board-approved projects;

· assist with liaison between the Sub-Branch, RSL NSW, members and relevant community organisations; and

· undertake other reasonable administration and coordination duties associated with the effective operation of the Sub-Branch.

Governance and financial controls: You will not be expected to make governance decisions or independently approve expenditure. Formal financial approvals, statutory responsibilities and governance accountability remain with the elected office bearers and Board.

About you

We are looking for someone who is practical, trustworthy and comfortable working with a high degree of independence.

· solid experience in administration, office coordination or a similar all-round support role;

· experience with Xero or comparable accounting/bookkeeping software;

· confidence using Microsoft 365, email, spreadsheets and electronic filing systems;

· strong written communication skills and the ability to prepare professional correspondence and accurate meeting notes;

· excellent attention to detail and strong record-keeping habits;

· the ability to prioritise competing tasks and follow matters through to completion;

· confidence dealing with members, volunteers, suppliers and professional service providers;

· sound judgement, discretion and respect for confidential information; and

· a willingness to learn the governance, policies and procedures applying to an RSL NSW Sub-Branch and registered charity.

Experience within a not-for-profit, membership organisation, community organisation, small business or bookkeeping environment would be highly regarded.





You do not need to be a veteran or an RSL member. What matters is that you understand and respect the purpose of the organisation and enjoy supporting people who volunteer their time for their community.

24 hours a week – structured around the right person

This is a 24-hour-per-week position, equivalent to three standard working days, however we would ideally like those hours spread across the working week to provide regular administrative support and continuity.

We are genuinely flexible about how that looks.

For example, the hours could be arranged across four or five shorter working days and could suit school hours, caring responsibilities, semi-retirement or another part-time commitment.

The exact pattern of days and start and finish times can be agreed with the successful applicant. What matters to us is having the right person in the role and establishing a working arrangement that provides regular coverage for the Sub-Branch while also working well for the employee.

Some availability to support occasional evening meetings or events would be helpful, with arrangements made in advance. The role is based at our facilities in Oatley NSW.

What we offer

· a genuine 24-hour-per-week part-time role;

· considerable flexibility in how those hours are structured;

· a varied position with genuine ownership of day-to-day administration;

· direct access to and support from the Sub-Branch Board;

· an opportunity to establish and improve systems rather than simply inherit them;

· work with a genuine community and charitable purpose; and

· competitive remuneration of $42–$44 per hour plus 12% superannuation, depending on experience.

The position will commence with an initial review period of approximately six months, with the intention of establishing a successful longer-term arrangement.

Interested?

If you are the sort of person who likes bringing order to things, keeping records straight, getting invoices processed, following up loose ends and making sure nothing falls through the cracks, we would like to hear from you.

Please submit your resume and a short cover letter outlining your relevant administration and finance experience and why this part time role appeals to you.

📌 Administration & Finance Coordinator (Oatley)
🏢 Oately RSL Sub-Branch
📍 Oatley