Status: Part-time 0.4 - 0.6 EFT (15 – 25 Hrs./Week)

Location: Central Ballarat Office (some work from home negotiable)

About Us

Over the last eighteen years The Rural Foundation, trading as Youthrive Victoria, (established in 2008 by a generous grant from the Helen Macpherson Smith Trust), has connected with thousands of young people from across rural Victoria. Our programs are designed in collaboration with young people for young people, and we are renowned for our wrap around care.

Youthrive Victoria, believes in collaborating with partners, donors, communities, and alumni to provide programs for young rural Victorians, so rural communities will thrive through their skilled, resilient, and engaged young people.

We seek to fulfil our purpose to equip rural students pursuing further education with the capacity to lead and strengthen their communities by delivering a range of contemporary services and programs tailored to the needs and expectations of young rural people.

At Youthrive Victoria we believe in investing in and celebrating young rural people so that, when empowered, they will have a long-term positive influence in their communities. Our services span three key streams of Scholarships, Program delivery and our Alumni network.

We support young people through scholarships to assist university study, vocational training and apprenticeships. Our scholarships provide a range of wrap around care services together with financial support. The programs we deliver across rural Victoria include school-based group mentoring for year 12's, residential leadership and personal development programs, together with a range of other capacity building programs for young rural people.

About You





You are a qualified and/or experienced office manager looking for a part-time position with some flexibility. You pride yourself on excellent administrative and data management skills and understand the ‘for purpose’ sector through previous work in a not-for-profit organisation. You are keen to have a job that makes a difference with a desire to support rural communities and young people.

You are an enthusiastic all-rounder with exceptional organisational skills who likes being part of a team. You have robust communication skills and the ability to interact effectively with a broad cross-section of stakeholders, including young people, rural community organisations, the board, prospective donors and supporters. You are self-directed and a ‘can do’ person always looking for opportunities.

About the Role

The Office & Administration Manager will ensure the smooth operation of administrative activities of the organisation and support the Chief Executive Officer and senior team. The key to success is the ability to work independently and, in a team, be outcomes oriented, able to multi-task and prioritise the workload. There are various elements to the role, but the workload is spread across the year.

Your responsibilities include but are not limited to:

Administration





- Manage the Youthrive Victoria office and support administrative aspects of programs.
- Provide executive and board support.
- Liaise with external providers and supporters.
- Provide administrative support for Youthrive Victoria and partner events.
- Maintain the policy and procedure manual and associated procedural documents.
- Assist with the administration, tracking and acquittals for grants, including tracking KPIs.
- Provide administrative support to the Scholarships team.

CEO Support

- Work with the CEO to ensure supporters and donors receive timely information and reports.
- Work with CEO on Human Resources activities e.g. position descriptions, leave planning, draft employment agreements for CEO review.
- Work with the CEO to prepare draft policies and review policies as required.
- Manage risk reporting and regularly review insurance policies with CEO.
- Assist in preparation of Board papers.

Data Management and Reporting

- Oversee, with support of the CEO and staff, regulatory compliance for the organisation by monitoring the compliance calendar.
- Be responsible for the organisations data management system (Chilli DB).
- Lead the compilation of reports in response to management and funding needs.
- Bring to the attention of the CEO or Board as appropriate any matters that present a material risk.

Required Skills and Abilities

- Strong IT skills including competence using Microsoft Office, Xero, data management.
- Demonstrated organisational and time management skills, including operational planning and efficient office procedures.
- Understanding online grant applications, reporting and grant budget preparation and acquittal.
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📌 Office and Administration Manager (Ballarat)
🏢 The Rural Foundation
📍 Ballarat