POSITION DESCRIPTION Warrnambool & District Community Hospice Warrnambool & District Community Hospice (WDC Hospice) was established to support home-based care for people with a terminal or life limiting illness. Through our free Hospice in the Home service, trained volunteers provide practical and emotional support that complements palliative care services, reduces carer burnout, and helps prevent unnecessary admission to hospital and residential care. The organisation also has important role to play in educating the community about end-of-life care and planning. Our regular workshops and events are designed to build death literacy and help people better prepare for the final stage of life. Our Vision Our vision is for a caring and compassionate community that facilitates the choice to die in the comfort of home. Our Mission Our mission is to support the provision of end-of-life care at home. Our Values Compassion: We act with genuine warmth, understanding and empathy when listening, and responding to the needs of people. Care: We have a person-centred approach to supporting the wellbeing of our clients, carers, and the workforce who supports them. Community: We recognise that it takes a village to create opportunities for people to live and die well. Choice: We believe people should have care options and be able to decide how and where they spend their final days. Title Administration Assistant Primary Objective The Administration Assistant is an important role providing administrative support to a small team of staff, and the Committee of Management working together to deliver a high-quality community service and thriving volunteer program. As a key point of contact, the person in this position will help create a positive, professional and welcoming environment that fosters a culture of community and connection. Reports To The Administration Assistant reports to the Manager Works with Two Support Coordinators, the Committee of Management and around 60 Hospice Volunteers Location The position is based at Hospice House located within the Warrnambool campus of Deakin University. Hours 38 hours per week (Monday to Friday) Salary T he position is a Level 4 under the Clerks Award with an annual salary of $57,116. Salary packaging of up to $15,900 a year is available. KEY SELECTION CRITERIA Relevant experience providing administration and day-to-day office support. A high level of computer literacy and confidence using Microsoft Office, database and online systems. Excellent written communication skills with the ability to write, edit and format documents to a high professional standard. Demonstrated organisational and time management skills, with excellent attention to detail. A warm, friendly, and sensitive approach to engaging with people and building relationships. Enthusiasm, capability, and flexibility to work within a small team that is passionate about the work of WDC Hospice and its impact in the community. Highly regarded : Previous experience working or volunteering with a community service, not for profit organisation or volunteer program. Other requirements: A Current Victorian Driver’s License, COVID Vaccination certificate, a willingness to undertake a Police and Working with Children check. CORE DUTIES General Administration: Respond to email and phone enquiries from prospective clients, health and community service providers, donors/funders and the general public. Manage files and records to ensure accuracy, confidentiality, and efficient access to information. Coordinate internal and external meetings. Financial Administration: Arrange payment of invoices and bills, including the fortnightly payment of staff. Provide a monthly reconciliation report of the Manager’s credit card and staff Petty Cash claims. Maintain accurate financial records in accordance with the requirement of auditors and the Australian Charities and Not for Profits Commission. Communications: Produce and distribute a bi-monthly email newsletter for supporters and community members. Maintain the website and social media accounts. Produce other marketing, communication, and correspondence, as required. Distribute brochures and promotional materials to local health and community service providers. Fundraising & Donations Maintain a calendar of grant opportunities and regularly review the grant databases to identify suitable grants. Assist the Manager in the preparation of funding applications and proposals. Be responsible for processing, receipting, acknowledging, and reporting donations. Maintain the donor prospect list and record of confirmed donors/supporters. Provide administrative support to the Fundraising Subcommittee and record/track their progress against the fundraising plan. Data Collection & Reporting Contribute to the collection, management and reporting of volunteer and client data using the Better Impact database system. Assist in the fulfilment of reporting requirements of government and private funding bodies including the preparation of progress and acquittal reports. Committee of Management Administration: Provide administrative support to the Committee of Management including the preparation, collation and distribution of meeting agendas and information for Committee of Management and Subcommittee meetings. Contribute to the development of a monthly operational report provided to the Committee of Management. Other duties: Maintain a thorough understanding of Warrnambool & District Community Hospice and the services, events, and activities it provides. Undertake training and professional development as required to develop skills and perform their job to a high standard. Perform duties as delegated by the Manager or Support Coordinator KEY PERFORMANCE INDICATORS Provision of high-quality administration support to Hospice staff and the Committee of Management Maintenance of accurate and confidential records Receipt of positive feedback from volunteers, clients, donors, funders and other relevant stakeholders. A deep understanding of the work undertaken by Warrnambool and adherence to the organisations Vision, Mission and Values.