Position Description

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Office Manager, Melbourne

Position

Description

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2

Agreement

_________ _

Signed – Manager Date

Signed – Employee Date

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MISSION STATEMENT

The Butterfly Foundation (Butterfly) is Australia’s largest not for profit organisation dedicated to supporting people with eating disorders and negative body image and the people who care for them.

VISION

To live in a world that celebrates health, well-‐being & diversity.

MISSION

The Butterfly Foundation is dedicated to bringing about change to the culture, policy and practice in the prevention, treatment and support of those affected by eating disorders and negative body image.

OBJECTIVES

– Promote positive body image and associated healthy behaviours; – Encourage hope and help-‐seeking through education and awareness;

– Advocate excellence and consistency in the culture of care and support for people with eating disorders and encourage a better understanding of the complexities of eating disorders and the need for a compassionate, flexible and holistic response;

– Educate and connect the community, health providers, government and other agencies to assist in excellence and consistency in the culture of care;

– Facilitate the development of effective models of prevention and care for people at risk of or with eating disorders;

– Operate a financially sustainable national foundation for future generations;

– Increase access for all sufferers and carers in Australia to effective treatment and support.

– Ensure that everyone in the Butterfly team feels recognised for their skills and experience, are fully engaged and supported in making their contributions and that the organisation is

providing opportunities for professional growth and development.

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Position Description_Office Manager Melbourne 20140520 v2.docx Emp’s Initials _______ Mgr’s Initials _______

1. Overview of the Role

1.1 The position of Office Manager is responsible for efficient management and operation of the Melbourne

office, which includes IT, property affairs and Butterfly’s policies and procedures, assisting with Work Health and Safety matters.

2. Relationships

2.1 The position of Office Manager reports to the National Manager, Corporate Services, The Butterfly

Foundation.

2.2 You willwork with and have relationships with:-‐

a. the CEO

b. the Senior Leadership Team c. the National Management Team d. Staff teams of Butterfly

e. Butterfly volunteers

3. Role Objectives/Responsibilities

3.1 Be responsible for general office management across the organisation, including:

• Managing relationships with external service providers

• Managing the purchase requirements of the Melbourne office including stationary, consumables and general supplies

• Butterfly brochure & sticker management – stocktake and replenishment on a weekly basis, make sure we always have at least a box of each type of brochure available, reorder of brochures from print supplier & packaging up & distribution of brochures as requested as well as maintaining supplies of business cards

• Ensuring office processes including banking, petty cash are undertaken in a timely way and the necessary records maintained

• Manage incoming and outgoing mail and deliveries • Ensuring that phonecalls are answered in a timely way

• Petty cash – reconciliation & management of reimbursements of petty cash to staff

• Overseeing and providing guidance to staff with regard to amenities and general office policies and procedures

• Ensuring common areas of the Melbourne office are neat and tidy

3.2 To manage IT and communications matters, including:

• Working closely with the external IT provider to ensure the efficient operation of the office • Management of general Sydney outlook email account (Sydney@thebutterflyfoundation.org.au)

and the general Butterfly outlook email account (info@thebutterflyfoundation.org.au)

• Purchasing and management of any corporate assets including computers, motor vehicles, mobile phones and other electronic devices as required

• Coordinating all equipment repairs and maintenance

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• Managing the Melbourne staff leave application process

• Volunteer management – responding to enquiries & managing internal volunteer requests & appointment of volunteers

• Student placement / work experience management – responding to enquiries & managing internal requests

• Assist in monitoring the Melbourne workplace culture and morale and provide feedback to the Manager HR and Operations

• Assist the Fundraising Manager, as required

3.4 To manage Butterfly’s property affairs, including:

• Coordinating property maintenance, including cleaning, building repairs and enhancements, renovations, security arrangements and storage management

• Monitoring the work of external contractors, following through to completion of each task

• Establishing usage procedures and guidelines for staff amenities (access control, car park, common areas, private rooms etc.)

• Managing the selection, acquisition and installation of furniture and equipment for staff use

3.5 To provide support in the development and maintaining quality assurance and risk management

strategies, including:

• Ensuring that the workplace is compliant with Work, Health & Safety legislation and that staff are adequately educated about their responsibilities

• Providing support to services specifically with regard to implementing practices, policies and procedures to ensure program efficiency, effectiveness and sustainability

4. Other Requirements

4.1 As an employee, be aware of the need to be responsible for the general care and well being of people

you deal with during your employment activities.

4.2 At all times during your employment activities strive to act in accordance with the Vision, Mission and

Objectives of Butterfly and to do all possible to assist Butterfly in achieving its aims.

4.3 At all times follow the Policies and Procedures of Butterfly as set out in the Policies and Procedures

Manual.

5. Selection Criteria

5.1 Essential Skills

• Ability to handle confidential information appropriately; • Ability to manage multiple tasks simultaneously;

• Strong verbal and written communication skills; • Attention to detail;

• Strong organisational and administrative skills; • Sound computer skills -‐ MS Office (in particular Excel).

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• Sound database and data entry skills

• Familiarity with databases (e.g. eTapestry [Blackbord],Razors Edge, DonMan, ThankQ) and MYOB.