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Flower Buds

Positions Available
at Ladybird

Please email your CV and completed Volunteer Application Form to admin@ladybirdcare.org.au

Administration Officer (Volunteer Position)
Reports to: General Manager

Major Purpose
 

The Administration Officer is accountable for the provision of efficient and confidential administration support to the General Manager.
 

Duties & Responsibilities
 

  • Complete all tasks and process confidential information delegated by the General Manager efficiently and effectively.

  • Provide administration support to the General Manager with the preparation of meeting agendas, correspondence and presentations.

  • Assisting with maintaining and managing database and related reports and correspondence.

  • Supporting with diary management including arranging internal and external appointments and any associated travel and accommodation required (limited).

  • Contributing to the enhancement of administrative processes.

  • Provide support with collating reporting content within tight deadlines.

  • Contribute to the design of new systems; including liaising with internal and external stakeholders.

  • Reviewing documentation and recommending changes.

  • Support coordination of meetings, events and workshops.

  • Assist with monitor and manage incoming emails and maintain files, records and archiving.

  • Efficiently and effectively handle telephone calls providing accurate information within the scope of the position.

  • Undertake other duties as required/directed as area needs change or grow, consistent with the above and within the scope of the position and any other legal or industrial obligations.

  • Work collaboratively as an effective team member to resolve problems using expertise and initiative, and provide constructive feedback.

Knowledge and Experience

  • High level organisational skills with the ability to successfully manage competing priorities and requirements whilst maintaining a high level of attention to detail and meet deadlines.

  • Strong verbal and written communication skills with attention to detail, spelling and grammar.

  • Administrative skills including developed Microsoft Suite skills an knowledge (MS Office, Excel, PowerPoint, Outlook etc.)

  • Proven ability to work independently with minimal direction and collaboratively in a team environment with an inherent ability

Company Secretary (Volunteer Position)
Reports to: Board Chair and General Manager (Dual Report)

Major Purpose
 

Facilitating the company’s corporate governance processes and ensuring that the board processes run efficiently and effectively.

 

Duties & Responsibilities
 

The tasks of the company secretary include the following:
 

Meetings and Minutes

 

With the support of the General Manager, the company secretary is responsible for:

 

  • Ensuring the agenda and board papers are prepared and forwarded to directors prior to the board meeting as set out in the board charter and any associated policies;

  • Recording, maintaining, and distributing the minutes of all board and board committee meetings as required;

  • Maintaining a complete set of board papers at the company’s main office and;

  • Preparing for and attending meetings of the company.

 

Compliance
 

With the support of the General Manager, the company secretary is responsible for:

 

  • Overseeing the company’s compliance program and ensuring all company legislative obligations are met;

  • Development, implementation, communication, and maintenance of compliance policies, processes, and procedures;

  • Ensuring all requirements of ACNC and ATO, and any other regulatory body are met.

 

Governance Administration
 

With the support of the General Manager, the company secretary is responsible for the following governance administration tasks:

 

  • Maintaining the Register of Ongoing Conflicts of Interest and the Register of Related Party Transactions;

  • Maintaining a Register of Company Policies as approved by the board;

  • Maintaining, updating, and ensuring that all directors have an up to-date copy of the Board Charter and associated governance documentation;

  • Maintaining a complete list of the Delegations of Authority;

  • Any other services the Chair or board may require

Knowledge and Experience

  • Experience in a similar role.

  • High level organisational skills with the ability to successfully manage competing priorities and requirements whilst maintaining a high level of attention to detail and meet deadlines.

  • Strong verbal and written communication skills with attention to detail, spelling and grammar.

  • Administrative skills including developed Microsoft Suite skills an knowledge (MS Office, Excel, PowerPoint, Outlook etc.)

  • Proven ability to work independently with minimal direction and collaboratively in a team environment with an inherent ability to demonstrate initiative and agility to changing situations

Events Coordinator (Volunteer Position)
General Manager

Major Purpose
 

The Events Coordinator is responsible for managing and delivering successful events.

 

Duties & Responsibilities
 

  • Manage the planning, production of event logistics for the organisation.

  • Be responsible for the event production quality and promotion of the event - from event concept right through to completion.

  • Attend events to oversee smooth operations and represent the organisation.

  • Ensure all events and functions are conducted within planned timeframes and budgets.

  • Assign tasks to volunteers and relevant staff associated with events and oversee workflow.

Knowledge and Experience

  • Ability to engage and influence key stakeholders to support the strategic direction of the organisation.

  • Experience and knowledge of marketing principles.

  • Presentation development and delivery capability.

  • Strong written and verbal communications skills.

  • Solid stakeholder management and relationship building skills.

  • Demonstrated capacity to work within the values of Ladybird Care Foundation.

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