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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

Administration Manager

Listing 2618 Summary   Contact
Location: Camberwell VIC
Status: Full time
Date: Respond by 10 Dec
Name: Debbie Uy


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.


The Administration Manager (AM) provides high-level professional, administrative and strategic management assistance to the Director of Finance and Administration to support him/her in the achievement of their strategic goals and responsibilities. AM's responsibilities will include, but not limited to:

  • Property - this will include management of all BUV-owned properties. The AM will also be the first point of contact for all property related matters concerning churches, schools and agencies
  • Administration - this will include record keeping, data management and providing policy guidance to stakeholders
  • Human Resources - this will include recruitment, on-boarding, staff policies and exit of staff. Other HR matters pertaining to staff development and grievances are handled by the Director of Finance and Administration.
  • IT and Archive management - this will include management of IT providers and archive volunteers.
  • To manage and maintain good working relationship with key stakeholders



  • Organise monthly BUV Union Council and BUV Audit & Risk Committee meetings and meeting packs
  • Maintain a register of BUV appointments to the boards of other organisations and administer the process to appoint these board members
  • Maintain a register of all significant BUV contracts/ legal proceedings, and notify appropriate leaders of milestone/action dates related to these agreements/ proceeding
  • File and archive Union Council/ legal documents
  • Administer the official process for churches to 'affiliate' with the BUV
  • Maintain the handbook for Union Council members and update changes to BUV policies
  • Administer process to obtain Union Council members' sign-off on various governance documents (including documents executed under seal)
  • Monitor and update the BUV's registration details with regulatory authorities
  • Provide accurate and timely guidance and training to constituent churches and BUV agencies on 'Schedule B' property related transactions, HR practices or employment legislations, governance and other administrative matters
  • Manage the administration / legal process to execute 'Schedule B' property related transactions
  • Maintain appropriate property records, including a register of all BUV property titles
  • Organise quarterly Surrey Hill Baptist Early Learning Centre (SHBELC) meetings and meeting packs
  • Attend SHBELC meetings and carry out minute taking and other administrative support
  • Any other administrative support required by the Director of Finance & Administration


  • Assist in the recruitment of staff which includes creating and developing job descriptions, preparing advertisements, screening application forms, short-listing candidates, assisting in interviewing, performing police and working with children checks and assisting in selection
  • Maintain and help develop HR policies on issues like working conditions, equal opportunities, performance, management, absence management, and disciplinary procedures
  • Advise staff on pay including employee benefits and promotion, stipends and other issues on remuneration
  • Coordinate the completion of staff performance & development reviews and advise on appropriate payment levels, career development and performance management
  • Maintain staff related records
  • Interpret and notify employees on employment legislation
  • Conduct induction or occasional trainings for new staff and exit interviews for departing staff


  • Property Management of BUV office and building
  • Manage other BUV owned properties, this will include liaising with leasing agents
  • Manage the relationship with Tenants
  • Manage the relationship with service suppliers
  • Manage BU fleet car
  • Maintain and update the Disaster Recovery Plan and emergency evacuation plan

IT Infrastructure

  • Manage the IT outsourcing relationships to ensure appropriate IT services are provided to staff
  • Administer acquisition process of IT and communication equipment for staff
  • Support staff on IT related matters
  • Plan for future IT infrastructure & mobile communications requirements
  • Supervise IT volunteer
  • Oversee cyber security of IT infrastructure

Archive & Data Management

  • Support the archivist and volunteers
  • Review and implement BUV data management
  • Manage liaison with Salesforce service provider and project manage Salesforce enhancement


  • Office Manager
  • Administration Assistant
  • IT Volunteer
  • IT Contractor/staff
  • Archive Volunteers


  • Excellent verbal and written communications skills
  • Comprehensive knowledge of the BUV Incorporation Act, Constitution and By-laws
  • Develop a clear understanding of the BUV policies related to HR
  • Ability to interpret and explain employment regulation (Fair Work Act, NES) applicable to churches
  • Attention to detail, well organised and strong coordination skills
  • Ability to keep confidences
  • Proficient in Microsoft Office
  • Well-developed organisational skills and ability to handle constant interruptions
  • Ability to meet tight deadlines, perform multiple tasks, and work well under pressure
  • Some level of IT skills will be advantageous


  • Approachable and ability to quickly build relationships and establish trust
  • Willingness to work within the ethos and values of the BUV and the diversity of Baptist churches
  • Demonstrated teamwork and customer service skills


  • Minimum of five years demonstrated working history in a similar role
  • Relevant qualification in Business Administration or tertiary qualification
  • Desirable: previous experience in a faith-based organisation or not-for-profit sector
  • Previous experience at Board level minute-taking and administrative support desirable


  • Director of Finance and Administration


  • BUV employees and managers
  • Constituent churches and agencies
  • Building Contractors and IT providers
  • BUV Tenants
  • UC and ARC members

Location of Position
BUV Office Hub
1193 Toorak Road
Camberwell VIC 3124


Can be directed to
Please include a cover letter.

Application closes on 10 December 2021.


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