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Important disclaimer: CMA does not represent the organisations who place these listings, we do not guarantee that they are licensed or authorised to offer the positions, and we encourage readers to make their own inquiries to satisfy themselves that all is in order.
 
 

Baptist Union of Victoria

Office Manager

Listing 2598 Summary   Contact
Location: Camberwell VIC
Status: Full time
Date: Respond by 03 Dec
 
Name: Debbie Uy
Email: debbie.uy@buv.com.au
Phone:
Website: http://www.buv.com.au

Position Title: Office Manager
Full Time Equivalent: 1.0
Reports to: Head of Finance & Administration
Position Location: 1193 Toorak Road, Camberwell, Victoria

INTRODUCTION

The Baptist Union of Victoria (BUV) is an association of more than 250 Baptist churches, faith communities, micro churches and Baptist agencies in Victoria. It is a non-profit organisation, with a vision to be a union of flourishing churches with Christ-like followers that redeem society. We do this by encouraging, equipping and empowering our local churches for mission.

Baptists are grass-roots people, with a particular emphasis on the local church. These local churches are self-governing and self-supporting, ranging in size from twenty or so members to several thousand. Although each Baptist church is an independent entity, Baptists nonetheless have always believed in associating with one another - and so churches come together in regional, national and international spheres to promote and support the fellowship of Baptists everywhere.

At the BUV Support Hub, we promote and live out the values of faith, community, servanthood, stewardship and respect.

PURPOSE:

  • To act as a primary point of contact and first point of call for BUV staff, visitors and incoming callers
  • To manage the BUV Office space effectively and efficiently, supporting a cohesive and safe office environment
  • To manage the maintenance and care of the BUV Office building
  • To manage and maintain good working relationship with key stakeholders (e.g. Building tenants, suppliers and contractors)

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Office Management

  • Provide and maintain a safe, clean and professional workplace environment
  • Property Management of BUV office and building
  • Liaise with Tenants regarding any building and maintenance concerns
  • Liaise with air-con, cooling tower and lift maintenance providers, emergency and security provider and other building and office trades; this will include coordination for repairs and replacements as required
  • Maintain and ensure all office equipment are regularly maintained and organise repair work when necessary
  • Maintain full responsibility and working of the boardroom equipment and kitchenette
  • Process invoices for all maintenance, utilities etc. and assist Accounts Department with related queries
  • Review, arrange and procure stationery requirements and supply requisitions as approved by the Administration Manager
  • Manage office related accounts such as post, photocopier, stationery and landline phones, enabling and training staff to use these supplies effectively
  • Liaise with Christian Copyright Licensing International (CCLI) and BUV churches for processing of yearly CCLI licenses
  • Liaise with service provider on essential safety measures (ESM) for the BUV office building and churches
  • Administer and keep up to date the Be Safe (ESM) platform for BUV buildings and properties
  • Provide information or guidance to churches on how to use the Be Safe platform as required
  • Collection of Annual ESM and Compliance Report from churches through the Be Safe platform
  • Assist in events at the local BUV Office and co-ordinate staff functions
  • Assist HR with orientation of office for new staff and volunteers
  • Manage and keep Incident Log
  • Recruit, train, assist and supervise reception and admin volunteers
  • Board Room set up for monthly Union Council and Audit and Risk Committee meetings and other meetings as required
  • Organise, implement and direct an efficient process of digitising, filing and storage of files and documents
  • Provide efficient administrative support to the Administration Manager
  • Provide IT support to staff where required
  • Other administrative tasks and duties as directed by the Administration Manager

Reception Management

  • Reception and phone duties
  • Monitor BUV & Reception office email
  • Manage the distribution of incoming and outgoing mails
  • Maintain stationery supplies and keep track of inventory levels
  • Maintain office rosters (e.g. devotions, kitchen and morning tea)
  • Manage kitchen upkeep and supplies
  • Manage meeting room bookings

KEY COMPETENCIES:

  • Experience and qualification in office management with a proven track record
  • Experience in negotiating contracts and dealing with suppliers
  • Positive, friendly, client service attitude in dealing with staff, suppliers, visitors and incoming callers
  • Excellent communication skills, both written and verbal
  • Good organisational and time management skills
  • Excellent knowledge of Microsoft Office Software
  • Ability to co-ordinate actions between various internal and external parties
  • Attention to detail and high level of accuracy
  • Ability to multi-task and work with interruptions
  • Willingness to take initiative
  • Ability to work autonomously and in a team environment
  • Familiarity with the workings of Victorian Baptist Churches desirable
  • Willingness to work within the ethos of the BUV and the diversity of Baptist Churches
  • Some level of competence in IT support will be advantageous

KEY ATTRIBUTES:

  • Maintain strict confidentiality in performing his/her duties
  • Honest, trustworthy and respectful
  • ossess cultural awareness and sensitivity
  • Flexible and cope with interruptions
  • Sound work ethics

QUALIFICATIONS:

  • Relevant tertiary qualification, desired.
  • Minimum 5 year office or administration work experience

KEY ACCOUNTABILITY:

  • Administration Manager

KEY RELATIONSHIPS:

  • BUV Employees and Managers
  • Constituent Churches
  • Building Contractors
  • BUV Tenants

LOCATION OF POSITION
BUV Office Hub
1193 Toorak Road
Camberwell VIC 3124

APPLICATION OR ENQUIRY
Can be directed to debbie.uy@buv.com.au
Please include a cover letter.

Application closes on 3 December 2021.

 
 
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