September 9, 2024

NT Shelter

Coconut Grove

FULL TIME

Operations Support Manager

Position summary:
Reporting to the Head of Operations, the Operations Support Manager is responsible for ensuring the effective and efficient operation of a wide range of office management and business improvement functions. As a key member of a small team, this role provides key support, communication and coordination to NT Shelter staff, organisational members and other stakeholders.
The Operations Support Manager’s key responsibilities are as follows:

Oversee and manage the operations support functions of the organisation, including daily media monitoring and stakeholder communications, management of goods and service contracts, support to external bookkeeper and oversight of accounts, monitoring and execution of organisational processes and procedures, correspondence and reception functions, replenishment of stationery and supplies, and other administrative responsibilities.
Identify and lead projects to improve the organisation’s internal operations and external stakeholder engagement activities. Examples include information and stakeholder relationship management, communications and website content, event and fundraising opportunities, board reporting, supplier relationships, and office policies and procedures.
Provide secretariat and governance support to the Board of Management, and support to the Chief Executive Officer, including preparation of board agendas, meeting minutes and papers, annual budget preparation and monthly reviews, monitoring and reporting of contractual and other milestones and deadlines.
Provide executive level workflow assistance to the Chief Executive Officer of NT Shelter including the preparation and management of organisation correspondence, effective performance of reception duties and enquiries, maintenance of WHS and other organisational registers, general office housekeeping, coordination of staff travel arrangements, and allocation of agreed tasks to staff and status monitoring.
Coordinate and assist in the preparation and distribution of daily, weekly and monthly newsletters, social media communications, media releases, general correspondence, meeting minutes and records management.
As a primary point of contact for the organisation, develop and maintain strong and effective relationships with internal and external stakeholders, including other NT Shelter staff, members, government representatives, and community sector personnel.
Continually improve and maintain administrative systems and processes, organisational policies and procedures to ensure currency with legislative requirements, industry standards and best practice, and to support the efficient running of the organisation and its activities.

Key skills and experience:

Office management or administration qualifications, and/or a minimum of three years working in an administrative or operations support role.
Strong personal organisation skills, including the ability to manage time effectively, prioritise and undertake multiple tasks concurrently, and meet deadlines.
High levels of accuracy, reliability and the ability to complete reports and written documentation with high levels of accuracy and reliability.
Effective written and verbal communications skills.
Experience dealing with information in a confidential manner, maintaining integrity, and exercising sound judgement.
Highly motivated, a willingness and ability to use initiative to address problems affecting the team.
Demonstrated ability to communicate effectively and diplomatically, including the ability to prepare correspondence in plain English in accordance with required formats, standards and high attention to detail.
High level of computer literacy including expertise in the various standard office software packages, including Microsoft Outlook and the suite of Microsoft packages such as Word, Excel, Power Point etc.
Strong interpersonal skills and ability to contribute to a positive team environment.
A commitment to high personal work standards and delivery of client focused services to internal and external clients and stakeholders.
An ability to interact effectively with First Nations people and people of different cultures, including knowledge of the principles of Equity and Diversity and Occupational Health and Safety.
Hold a current NT or interstate Driver’s License
Not-for-profit operations and environment.
The ability to work autonomously in a quiet office that may not always be fully staffed.