Job Description
St Helens Ex-Service and Community Club Inc is seeking an Administration Officer.
The administration officer is responsible for providing high-level administrative support to the Club’s management and operational teams. This role ensures smooth day-to-day office operations and supports the effective delivery of club services to members, guests, and club’s records, handling member enquires, coordinating internal communications, and assisting with compliance and governance functions.
Key Responsibilities:
– Provide general administrative support to the Club President and departmental heads
– Answer incoming calls, emails, and direct the emails to the relative department.
– Assist with preparation of agendas, minutes, and reports for committee or board meetings.
– Maintain filing systems ( digital and physical) and ensure secure storage of sensitive documents. We would like to work towards a paperless office, therefore all new filing systems need to be approved and based in the cloud along with current physical filing systems becoming paperless
– Monitor office supplies and place orders as necessary.
– Process accounts payable daily in Xero. Reconcile creditor statements in invoices in Xero.
– Process day ends daily/weekly in Xero from the papercopy, prepared by the bar/gaming/kitchen staff.
– Reconcile the bank accounts in Xero.
– Prepare a creditor report for the president each week and then prepare creditor payments based on the approval from the president.
– Balance the change float each Monday, write the cheque to balance back to the float. Bank the weekly daily takings.
– Balance the clearing account in Xero weekly.
– Ensure compliance with relevant club policies, procedures, and statutory requirements.
– Perform other ad-hoc duties as required by the Club President or board.
Skills and Experience:
– Previous experience in an administrative or office support role.
– Proficiency on Google and Microsoft Office Suite ( Word, Excel, Outlook) and general computer literacy.
– Strong attention to detail and organisational skills.
– Excellent communication and interpersonal skills.
– Ability to handle sensitive information with confidentiality and discretion.
– A proactive and friendly attitude with a commitment to teamwork and customer service.
Desirable:
– Experience working in a club, hospitality, or community- based environment.
– Knowledge of club operation, governance, or membership-based organisations.
– Basic understanding of bookkeeping or accounting software ( e.g MYOB, Xero)
Additional Info:
– Some out-of-hours work may be required for special events or commemorations.
– A WWVP check or Police Check may be required.
Reports to: President and Board
Employment Type: Part- time 9am- 4:30pm Mon-Wed
Location: 35 Quail Street, St Helens
TO APPLY: to apply for this role you will need to submit a cover letter and current resume. We can provide free assistance to update these documents, contact admin@bodec.org.au