The role of the Administration Manager is to oversee the day-to-day administrative management of BYA.The Administration Manager will coordinate BYA's systems and general workflows.
They will supervise the administrative team and ensure daily office tasks are completed seamlessly.Sound knowledge and experience with corporate governance will provide a good foundation for the direct relationship with the CEO, BYA Board and Committees.The position will ensure that all internal and external accountabilities relating to the organisation's finances and administration are met, timely and of a high standard.The role will form part of the executive team, providing broader opportunities within the organisation to contribute to initiatives aimed at strengthening BYA's capability to improve the mental health and wellbeing of young people.ResponsibilitiesOffice administration and organisational leadership:Plan and coordinate administrative procedures and systems and devise ways to streamline processes;Recruit and train administrative staff and allocate responsibilities and office space;Assess administrative staff performance and provide coaching and guidance to ensure maximum efficiency;Ensure the smooth and adequate flow of information within BYA to facilitate other operations;Manage schedules and deadlines;Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints;Oversee facilities services, maintenance activities and tradespersons (e.g electricians);Organize and supervise other office activities (recycling, renovations, event planning etc.
);Ensure operations adhere to policies and regulations; andKeep abreast with all organizational changes and business developmeFinancial and physical resources management:Lead a collaborative financial planning process and be responsible for developing an annual budget with the CEO, staff, Treasurer and Finance Committee support;Manage BYA's resources within those budget guidelines according to current laws and regulations;Work with the CEO and Treasurer to manage income and expenditure with appropriate processes and procedures;Provide monthly and annual financial reports to the Board and ACNC;Provide the CEO with support with the financial aspects of grant acquittals;Undertake regular risk management analyses and implement strategies to prevent and deal with perceived risks.Provide secretariat support to the Governance and Risk Committee; andManage the relationship with external auditors ensuring that BYA meets all requirements for annual financial statements.Technology:Leverage technology to improve operations, ensure effective use of digital tools, and stay updated on relevant technological advancements;Ensure IT security systems are optimised;Ensure IT policies and procedures are in line with best practice; andContract specialist services if required.Strategy and Impact:Work with the CEO to develop and implement strategic plans and monitor and evaluate program impact.Governance:Ensure compliance with all statutory and charity governance procedures are adhered to; andProvide secretariat support to the Governance and Risk Committee.Other duties consistent with the position where required and/or requested by the CEO and BYA Board from time to time.QualificationsEssential:Tertiary qualifications in bookkeeping or business administration or equivalent.Senior leadership and people management experience.Senior level financial management experience including taxation, compliance, asset management, insurance, reporting and legal matters, contract management and reporting requirements.Experience in human resource management and team leadership.Ability to operate strategically with an ability to problem solve, support and understand challenges at the operational level.Excellent interpersonal skills.Superior problem solving ability and the ability to negotiate successful outcomes in potentially challenging circumstances.Strong organisational, negotiation and project management skills.Technology proficiency and ability to leverage digital tools.Commitment to actively work as part of an executive leadership team.Desirable:Experience in working with, advising and/or supporting Boards.Experience with Xero accounting software.Experience in the not-for-profit sector.
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