Position title: Administrative Assistant
Reports to: Executive Officer
Initial salary: $50,000 PA + superannuation
Type: Full-time (37.5 hours per week) commencing ASAP
Term: 12-month contract with possibility of extension/s
Location: Office-based – currently Belmont, Western Australia
Bushfire Volunteers (a trading name of the Association of Volunteer Bush Fire Brigades WA Inc) is a registered charity and the not-for-profit peak body that represents, supports and promotes WA’s 20,000+ registered Bush Fire Brigade volunteers and the thousands of others who enable them to do what they do for our community.
The association was incorporated in 1991 and has been managed primarily by volunteer members of the elected State Committee with some specialist support from part-time employees and contractors. Since hiring its first ever full-time employee In May 2019, the association is evolving quickly in its pursuit of delivering much more to its members, government stakeholders and the broader community.
As our first full-time Administrative Assistant, you will need to have a rare ability to be able to switch between reactive and proactive thinking. There will be times when you will have clear step-by-step directions to follow and others when all you will have to use your initiative to carve a brand-new path knowing nothing more than a desired outcome.
The association has a very large and diverse range of stakeholders and manages a complex set of issues. As such, our ideal candidate for this role will need to be naturally curious, intelligent, and able to adapt quickly to changing situations/priorities. To be very clear – this role is not well suited to someone who needs routine or a rigid structure.
Importantly, you must understand and value the contribution of volunteers in our community. You don’t need to know anything specific about the Volunteer Bush Fire Service, but it is essential that you support the ethos of the organisation.
Although a relatively small component of the job, the Administrative Assistant will be the first point of contact for stakeholders, so you must be able to maintain a pleasant manner as you answer the phone and respond to emails and other general enquiries.
Lastly, as a small team with some very big challenges, it is critical that you are willing and able to trust, speak up, own your mistakes, and support your colleagues for doing the same.
With respect, if the above does not sound like you – or who you desperately want to be – please do not apply.
ABOUT THE ROLE
Having established our core management team, we need an organised, reliable, and personable Administrative Assistant who will become an important “hub” for the growing number and diversity of projects and issues we manage.
The Administrative Assistant will:
- be a pleasant, reliable, and consistent first point of contact at our office, on the phone and via electronic communication during business hours,
- maintain and update our Customer Relation Management (CRM) system,
- enter basic data such as sales and receipts in our online accounting system,
- assist with diary management including booking meetings, function rooms, travel arrangements, and accommodation,
- assist with the preparation of reports, policies, guidelines, marketing other documents.
- confidently provide general advice and information via phone, email, and in-person,
- make general enquiries to stakeholders,
- undertake general research and provide basic reports as required,
- provide administrative support for special projects as necessary.
While not essential, possession of the following attributes would suggest a candidate will both enjoy and succeed in this role:
- a personality that is naturally curious, intelligent, and keen to learn,
- a pleasant, pro-active, and flexible attitude toward work and colleagues,
- an understanding of and support for, the role of volunteers in our society,
- proficiency (or ability to learn) in the use of office technology and common software,
- clear, confident, and thoughtful communication,
- a willingness to make and acknowledge mistakes,
- evidence that you have read and understood all of this ad,
- be willing and able to listen, question, learn, co-operate, and lead as appropriate,
- a genuine thirst to make a positive difference.
Please consider your application carefully. If you are genuinely interested in this job, please take the care to demonstrate it and that you are the right choice for us. It is unlikely that a CV and “template” covering letter will achieve this.
If you would like to research our organisation and/or people, start at www.bushfire.org.au. If you can’t find an answer to a question you want answered before investing in an application, feel free to ask our Executive Officer, Darren Brown via email firstname.lastname@example.org.
Note: There is no closing date – advertising will be removed/updated when an appointment is made.