Administration & Student Services Officer

Be the Friendly Face of North Sydney Community Centre

North Sydney Community Centre is a not for profit, community based and independently managed organisation, operating from the heart of North Sydney. It is a vibrant hub of activity! The Centre offers a diverse range of community programs including workshops and events, adult classes, After School Care, Northside Produce Market, Explorer’s Playgroup and venue hire. Each term over 100 classes, workshops and events are offered during the week and weekends. We produce the twice-monthly Northside Produce Market, and most weekends there is a busy schedule of regular and casual venue hirers.

The team

The Administration & Student Services Officer plays an integral role in the administration of the Community Centre programs and venue hire, and reports to the Centre Programs Coordinator.  You will work closely with all of the centre coordinators, marketing and operations.

Who We Are Looking For

This role is best suited to someone that is a people person, self motivated, enthusiastic, a stickler for detail, with good computer skills and a process oriented work style. As a bonus if you love a busy, dynamic, creative and community oriented environment – then we would like to talk to you!

We’re looking for someone who ‘gets’ customer service, who has a natural smile when people walk through the door, someone who doesn’t get flustered if the phone rings off the hook for 2 hours, who doesn’t mind doing a coffee run, or staying back late to set up an event, or meet a tutor who might need a bit of help plugging his/her laptop into a data projector. Someone who is resourceful, and who genuinely wants to help people.

About The Role

• This position is permanent full time, 38 hours per week (Mon-Fri 8.30am-4.30pm)
• Remuneration is based on the SCHCADS Community Services Award – starting at Level 2.2, and increasing with added responsibilities in due course.
• 4 weeks annual leave, 10 days carers / sick leave, plus superannuation
• You may be required to work occasionally on after-hours events e.g. The Centre AGM
• A probationary period of 3 months will apply

Job Responsibilities

The primary focus of this role is to be the first point of contact for face to face enquiries into the centre, manage the interactions with the students attending classes, and basic administrative support to the leadership team in the office and the Centre Programs Coordinator. This role requires an exceptional level of communication with students, volunteers, staff and the general public.

General administration

• Front desk, first point of contact
• Meet and greet with a smile, in person and via email
• Answer phone and walk in enquiries
• Maintain the student database and mailing lists
• Willingness to manage unrelated community enquiries
• Organise meeting minutes of team meetings
• Basic event planning support
• Check Centre is generally kept clean each morning, and tea and coffee supplies are replenished for students and tutors
• Centre reset Monday mornings – any room adjustments back to regular set up, post weekend venue hire bookings
• Monitor Workplace Health and Safety (WHS) issues such as clearing the hallways of obstacles (eg brooms, mops)

Student related tasks include

• Liaise with students in the lead up to each term, class, workshop or event
• Manage enrolments (via phone, in person and online), payments, receipts, cancellations, refunds, credit notes, and waiting lists
• Confirm class details and student numbers, equipment needs, materials lists, photocopying, provide and maintain class rolls and folders
• Maintain an up to date weekly schedule to ensure all classes are set up and equipped as required
• Assist the program coordinator as required
• Coordinate feedback forms on Survey Monkey and work with your Manager to communicate responses that require action or follow up, and ensure relevant staff are kept up to date with suggestions for improvement and ideas.

Key Performance Indicators

• Good management skills with the ability to plan in advance and adhere to  deadlines
• Good computer skills
• Attention to detail
• Strong communication skills
• Excellent interpersonal skills
• Creative problem solver
• Ability to prioritise in a fast-paced environment with conflicting demands on time
• Ability to cope with change and distractions (phones, people walking in the door)
• Ability to adjust to seasonal changes in work demands

Desirable Skills

• Filemaker or database management experience
• Survey Monkey
• Basic conflict management skills
• Ability to manage audio visual equipment or have a willingness to learn
• Event experience

Ideal Work Approach

• Initiative and a pro-active approach
• Collaborative but able to work autonomously with a minimum of supervision
• Resourcefulness and willingness to provide excellent customer service
• Patience and a genuine interest in the health and wellbeing of the community

Please forward your CV and a cover letter clearly outlining your experience and suitability for this role to the Director, North Sydney Community Centre by email to: director@northsydneycentre.com.au

For further information please call 02 9922 2299.