Our Organisation

South West NRM is a not-for-profit organisation with a mission to build healthy and productive ecosystems. We do this by working with a wide network of partners to undertake on-ground works, research, trials, education, behaviour change and engagement. We are a small team and pride ourselves on exceptional project management, with many delivery partners, including land managers, government, corporates and industry bodies, universities, First Nations, and community groups. South West NRM is also an incorporated association with 11 member organisations.

South West NRM delivers sustainable solutions to environmental challenges. Operating in a recognised global biodiversity hotspot, the south-west of WA, we have an intimate knowledge of our local area and extensive natural resource management expertise. We run projects that enhance the natural environment and to support the dual objectives of the agricultural industry, increasing both their sustainability and profitability.

The organisation maintains a website www.southwestnrm.org.au which contains substantial information.

Why work for us?

We are an inquisitive bunch, with big ambition to deliver game-changing solutions to environmental issues – and we are purposefully agile and creative to make sure we get there! Working in a scientific discipline we also remain objective and respectful in everything we do. We love getting out there and interacting with our many stakeholders – so the opportunity to gain experience and influence is great, and it makes for the collaboration that underpins our success.

At South West NRM you will both support and feel supported. You will be empowered to innovate, communicate, and achieve great outcomes for yourself, the organisation, and our environmental purpose. We will provide you with training and development, flexible hours, and the opportunity to spend two days per week working from home.

South West NRM maintains an equal opportunity policy in assessing all applications for any advertised position and provides a smoke free work environment.

The role

The Administration Manager will work closely with the CEO, the Senior Leadership team, the SWNRM Board Directors, SWNRM staff and key stakeholders to:

• provide high-quality executive and administrative support to enable the organisation to meet its mission and legal requirements,
• provide governance administration for the Board, Committees, the Association, and executive working groups, and
• develop and maintain business and administrative systems to support the effective and efficient running of the organisation.

Role Responsibilities

1. Executive Assistance

• Provide high-quality executive and administrative support to the CEO, Senior Leadership Team, Chair and Directors.
• Deliver clear concise executive office correspondence to relevant internal and external stakeholders.
• Proactively schedule meetings, organise associated travel requirements and provide the CEO with supporting documentation as required.
• Timely processing of CEO expense claims and credit card purchases using online software.
• Coordinate requests for information from internal and external stakeholders and contractors and provide a professional first point of contact for - enquiries.
• Maintain a knowledge of external stakeholders, their relationship with and importance to the organisation.
• Perform additional duties as provided by the CEO.

2. Governance Administration

• Lead in preparing and distributing of documentation for the Board of Management, Association members and Board committees.
• Conduct research, gathering of relevant information and data to support decision-making processes and prepare reports/papers for consideration and presentation by the CEO to the Board of Directors, the Association and Board committees.
• Organise meetings, manage agendas and ensure accurate record keeping and coordinate follow-up on action items/tasks for Board, Association and Committee meetings as required.
• Maintain up to date register/s including contact details and conflict of interests of Board, Association and Committee members. Liaise with Directors and Association members for relevant forms and information.
• Maintain insurance certificates database and compliance documents in relation to reporting under Australian Charities and Not-for-profit Commission.
• Provide logistical support for small events such as Board, Association, committee, and staff meetings, including organising venues, ordering catering, booking relevant equipment, and sending relevant invitations.

3. General Administration

• Develop, implement, and manage administrative systems to support the running of the organisation.
• Develop, review, and update organisational policies and procedures and document administrative processes and workflows.
• Develop, administer, and manage Microsoft SharePoint and Teams, including configuration, customisation, user training and support, and ensuring optimal performance to meet organisational needs.
• Oversee document control, physical and digital records management, and information management processes for the organisation, using ChilliDB, ensuring compliance with policies and regulations, process mapping, and maintaining data integrity for efficient access and storage of information.
• Manage general correspondence, forms, and requests for information, including the ability to initiate and draft regular responses.
• Coordinate organisational reporting to funding bodies and regulatory agencies for compliance and governance matters.
• Lead business systems and administration improvements by researching, implementing, and documenting new and existing relevant processes and workflows.
• Support Human Resource function, including on-boarding, inductions and in-house process and system training.
• Coordinate and oversee organisational subscriptions, licences, certificates, and registrations.
• Support staff to deliver their duties efficiently and effectively.
• Undertake other duties as directed by the CEO.

4. Teamwork, Communication and Relationships

• Establish and maintain effective, supportive, and cooperative working relationships to contribute to building a positive team spirit for the SWNRM team.
• Collaborate with all team members to achieve optimum project outcomes.
• Treat people with respect and courtesy and be objective and open to other’s views.
• Respond appropriately to management direction.
• Give and welcome feedback.

5. Continuous Quality Improvement

• Monitor own work to ensure quality, accuracy, and thoroughness.
• Display a commitment to excellence by ensuring that administrative services are high quality and follow best practices.
• Identify, suggest, and implement organisation improvement strategies.
• Uses feedback to modify the approach or method to achieve best outcomes for organisation.
• Pursue workplace, personal and professional improvement.
• Cost-conscious in the use of SWNRM resources.
• Follow SWNRM policies, procedures, and code of conduct.
• Apply relevant safety procedures/guidelines and equal opportunity principles to work performance.

6. Workplace Health and Safety

• Undertake all activities per WHS best practices, policies, and procedures.
• Adhere to Safe Work Methods, including wearing PPE as required or directed.
• Complete all documentation and reporting as required.
• Participate in WHS continuous improvement.

Essential Criteria

1. Proven experience in organising board or executive committee meetings including logistics, preparation of agendas, minutes and meeting reports.
2. Experience in an administrative manager role including working with management and operational staff to assess and improve administrative processes and enhance efficiency.
3. Proven experience working in Microsoft environments, including SharePoint, Teams, and Office.
4. Advanced knowledge and experience as an administrator of Microsoft SharePoint and Teams.
5. Flexible and resourceful approach to effectively multi-task and meet deadlines.
6. Australian Residency or eligibility to legally work in Australia.
7. Current WA Driver’s License, driving is an essential duty of this position.

Desirable Criteria

1. Relevant knowledge, experience, and education in administration.
2. Experience in working for a medium-scale, not-for-profit and incorporated association.
3. Experience in managing IT services utilising external IT consultant expertise.
4. Experience with transactional information management systems such as Xero and ChilliDB.
5. Experience in business process mapping, business improvement and integration of AI software.

What is on offer?

• A salary range of $90,000- 102,500.00 p.a. based on relevant experience and qualifications, plus 11.5% superannuation.
• The position is full time & is based at 1 Verschuer Place, Davenport (Bunbury, WA).
• Flexible working options are available.