Office Administration Manager

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					ADMINISTRATION MANAGER
Position Title:            Administration Manager.

Position ID Code:          AM.

Employer:                  Australian Canoeing Inc.

Location:                  6A Figtree Drive, Sports House (Level 2), Sydney Olympic Park.

Reports To:                Chief Executive Officer.

Responsible For:           Casual Office Staff & Volunteer Office Staff.

Status / Tenure:           Full-time. Fixed one (1) year contract.

Probationary Period:       There is a three (3) month probationary period.

Notice Period:             Employment may be terminated by either party giving one (1)
                           months notice in writing, except in the case of dismissal for
                           conduct that justifies instant dismissal.

Total Compensation:         Up to $50K (Inclusive of superannuation).

Organization Brief:

Australian Canoeing (AC) is the National Organisation responsible for the management,
coordination, development and promotion of paddle sports in Australia. AC is committed to
the provision of a high standard of competition, safety, and opportunity for participation in
paddle sports in Australia. AC aims to provide all members with fair competition, access
to high standard facilities and equity in participation at all levels.

Position Overview:

The Administration Manager is responsible for:

-   Managing the administrative functions and systems of the organisation.

-   Providing proactive, efficient and informed membership services to affiliated State /
    Territory bodies, registered members and stakeholders.

-   Assisting in the co-ordination of project based tasks such as annual AGM, Annual
    Report, Awards Dinner and Strategic Forum.

-   Liaising and communication with team management, athletes and coaches for self
    funded national / international tours and camps.                            1


                  ADMINISTRATION MANAGER – November, 2008
Qualifications / Experience:

-   Excellent organizational skills as well as a thorough attention to detail.
-   Strong customer service focus.
-   Ability to meet deadlines and prioritise tasks.
-   Ability to utilise current business technology and systems.
-   Sound computer skills as well as knowledge of Microsoft programs including Word,
    Excel, Access, Outlook and PowerPoint. Experience in graphic design software will be
    highly regarded.
-   Familiarity with Information Technology trends and applications. Experience in
    membership database applications will be highly regarded.
-   Proven ability to work in a small team office environment.
-   Working with committees and managing / dealing with volunteers.
-   An appreciation of the organisational structure of sport.
-   Appropriate Tertiary qualifications.

Key Duties Responsibilities:

Office Administration

    Coordination of the day-to-day office environment.
    General receptionist duties (telephone / mail / email) including overseeing incoming
    and outgoing correspondence.
    Coordination and ordering of office equipment.
    Assist development and event staff with administration tasks.
    Establish and maintain a staff manual in an appropriate format recording all office
    systems and procedures.
    Maintain the organisations Risk Management policies and working closely with the CEO
    to ensure their implementation.
    Implement and supervise approved office and technology systems.
    In conjunction with the relevant member of staff ensure that all administrative
    processes are efficient and reliable, particularly ensuring the accuracy of each process
    and that each is fully documented.

eCommerce

    Oversee registration database. Develop processes (such as examine the
    implementation of an AC online direct registration system) and coordinate the
    processing of membership renewals. Assist affiliated bodies with any database queries
    and/or processing issues.
    Maintain the integrity and validity of the registration database.

Membership Services

    Providing proactive, efficient and informed membership services to affiliated State /
    Territory bodies, registered members and stakeholders.
    Production and distribution of membership cards from member database.
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                     ADMINISTRATION MANAGER – November, 2008
Promotional Resources

   Assisting CEO / Development staff / Event staff in the production of such material.

Teams & Tours

   Liaising and communication with team management, athletes and coaches for self
   funded national / international tours and camps.

   Working closely with Technical Committee Chairs, team management, CEO and
   Financial Controller in the coordination of team travel and accommodation.

General

   Liaise with the Sports Development Coordinator and Financial Controller for
   purchasing of medals.
   Process insurance claims.
   Assist the CEO as required and provide confidential administrative support.
   Assisting CEO, Education & Coaching Coordinator and Sports Development
   Coordinator in the production of promotional and information material.
   Manage the production of the Annual Report
   Assisting in the co-ordination of project based tasks such as annual AGM, Annual
   Report, Awards Dinner and Strategic Forum.

Reviews:

Performance appraisals against mutually established KPI’s will be carried out by AC at
agreed intervals. Mutually established KPI’s will be negotiated within six (6) weeks of
appointment. Remuneration reviews will be carried out by AC annually.

Hours of Work:

The Administration Manager will be expected to observe minimum office hours of 9.00
a.m. – 5.00 p.m., Monday to Friday. Time in lieu arrangement exists for approved
additional hours worked at evening or weekend activities. Details will be negotiated with
the CEO.

Expenses:

AC will reimburse the Administration Manager for approved business expenses incurred in
the fulfillment of duties. An itemised statement of expenses is to be submitted each month
for approval by the CEO prior to reimbursement.

Annual Leave:

The Administration Manager is entitled to 20 days annual leave. Such leave to be taken at
a time approved by the CEO.



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                    ADMINISTRATION MANAGER – November, 2008
Sick Leave:

The Administration Manager is entitled to be absent from work without the loss of pay on
account of sickness for a maximum of five days per annum in the first year of employment
and eight days in each subsequent year. Unused Sick Leave entitlements are not
accumulative.

Long Service:

Long Service Leave will be granted in accordance with the Legislation.

Confidentiality:

The following Confidentiality Agreement is a requisite of employment with AC.

I, the undersigned, herby undertake that during the continuance of my employment with
AC Inc. and except in the proper course of my duties I shall not divulge to any person
whomsoever and shall use my best endeavours to prevent the publication or disclosure of
any information concerning your business systems, finances or any of your dealings,
transactions or affairs concerning your members, sponsors or other employees which may
come to my knowledge during or in the course of my employment, nor shall I use, without
full disclosure, any such information for private gain.

I also undertake that without your prior knowledge and consent I will not receive from any
member, sponsor or other person having dealings with you any gratuity, present or
payment of any kind whatsoever and I will not engage in any occupation or employment
outside your service which may or could interfere with or in any way prevent my properly
and satisfactorily dispatching my duties.

I agree that in the event of any breach of this understanding I am subject to instant
dismissal.

I also agree that any business or dealing system, which I work on, develop or create, will
remain your property. I will not transfer or remove for my own use or the use of any other
party by electronic or other means any information or any software developed or created
for and on behalf or for other affiliated organisations.

I further agree that after I have left my employment with you I will treat all such
information which has come to my knowledge during or in the course of my employment
as confidential and will not divulge it to any person.

The above undertakings given by me are in addition to, and do not derogate from, my
obligations in respect of Confidential Information at law or in equity or pursuant to any
statutory, trade or professional obligations, custom or use.




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                    ADMINISTRATION MANAGER – November, 2008

				
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