australian wildlife conservancy po box 8070 subiaco east western australia 6008
p: 08 9380 9633 f: 08 9380 9631 e: [email protected] w: www.australianwildlife.org
National Operations Support Officer
Head Office, Subiaco WA
Australian Wildlife Conservancy (AWC) is a dynamic non-profit organisation delivering a new model for conservation in Australia. AWC now owns and manages more land than any other private conservation organisation in Australia – 23 properties covering more than 3 million hectares in iconic locations such as the Kimberley, Cape York, the Top End and Kati Thanda-Lake Eyre. Our core business is protecting endangered species such as the Bilby, the Gouldian Finch and the Numbat.
AWC is seeking a talented and motivated person to join its national operations team based AWC’s Head Office in Subiaco. Reporting to the Operations Manager your primary responsibility will be to assist in the successful delivery of multiple projects and provide administrative and project support services for head office and sanctuary staff based across Australia.
The role requires strong organisational skills including a demonstrated ability to juggle competing priorities, execute a large number of tasks in an efficient and organised manner showing a high level of attention to detail and commitment to seeing projects and tasks through to completion. You’ll need to demonstrate that you can think laterally and outside standard parameters, be proactive in the solutions you provide and possess an ability to research and identify business efficiencies. As a self-starter able to manage your own workload, you will be reliable and self-driven and willing to join a dedicated and hard-working team supporting geographically diverse and multi-disciplinary staff across Australia.
You will require:
At least 4 years’ experience providing operational or project support (i.e. project administrator, operations assistant) in a professional or project services environment.
Demonstrated high level skills, knowledge and understanding of office and project administration. Advanced knowledge of and experience with MS Suite (Word, Excel, Outlook), financial systems and
general computer and typing skills.
Experience with project management software (MS Project).
Ability to format complex documents and create and maintain complex spreadsheets. Experience in research, interpretation and collation of data.
Experience in implementing and working with administrative and basic financial management processes and in developing and working to internal controls and processes.
Strong communication skills (verbal and written).
Enquiries to: Jacintta Lovell, Operations Manager [email protected] Applications to: [email protected] | Applications must include:
1. Covering letter briefly addressing why you’re interested in and suited to the role. 2. CV/resume.
3. Maximum of one paragraph responses to each of the critical competencies and licences & certificates
required for this role.
Please note: This is an on-going, full-time position. Applicants must be an Australian citizen/permanent resident or have a suitable visa in place that allows on-going (permanent) full-time work in Australia, in order to apply for this position.
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Role Description
Designation: National Operations Support Officer [NOSO] Reporting to: Operations Manager
Supervises: From time-to-time, this role may supervise students, volunteers, contractors and other staff.
Based in: Subiaco Head Office, Perth WA General description of role and organisational context:
The National Operations Support Officer [NOSO] will work as part of a small team (the National Operations Unit) which provides overall guidance and support to AWC’s Operational Land Management staff. The primary responsibilities of the National Operations Unit are:
- Risk & safety management - Budgets and operational planning
- Supporting sanctuary-based operational staff with the implementation of:
o Land management programs (guided by the Conservation and Science Program) covering fire management and control, weed management and control, and feral animal control and monitoring;
o Asset and infrastructure development, management and maintenance.
- Compliance and administration, including the development and implementation of policies - Workers compensation and injury management
- Insurance and asset management
- Communications, fundraising and supporter event support - Telecommunications & Information Technology support The other positions within the National Operations Unit are:
- National Operations Manager (Tim Allard) - Operations Manager (Jacintta Lovell)
- Reception & Administration Officer (Charlotte Cousins)
The NOSO reports to the Operations Manager, who in turn reports to the National Operations Manager. The NOSO will work closely with all field staff (particularly operational/land management staff, but also ecologists, students and volunteers) as well as other Head Office and Regional staff.
The primary duties of the NOSO are to work with the Operations Manager and National Operations Manager on: - Safety management
- Contractor management
- National volunteer co-ordination - Operational staff assistance - Reporting and acquittals - Special projects and research - Telecommunications
- Insurance and workers compensation renewals and claims - Supporter event support
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Critical competencies
1. At least 4 years’ experience providing operational or project support (i.e. project administrator, operations assistant) in a professional services environment. Demonstrated high level skills, knowledge and understanding of office and project administration.
2. Strong organisational skills including a demonstrated ability to juggle competing priorities, execute a large number of tasks in an efficient and organised manner showing a high level of attention to detail and in seeing projects through to completion.
3. Experience in research, interpretation and collation of data including the ability to think laterally, be proactive in the solutions you provide including identifying business efficiencies.
4. Advanced knowledge of and experience with MS Suite (Word, Excel, Outlook), financial systems and general computer and typing skills. Experience with project management software (MS Project).
5. Ability to format complex documents and create and maintain complex spreadsheets.
6. Experience in implementing and working with administrative and basic financial management processes and in developing and working to internal controls and processes.
7. A flexible, down-to-earth and professional attitude to your work, reliable, strong work ethic including ability to self-start and drive.
8. Professional telephone, email and personal communication skills.
9. The ability to work effectively with a varied and diverse team, including experience in working with a geographically-distributed organisation.
10. A background or interest in nature conservation is highly desirable. Licenses & Certificates:
1. A valid manual driver’s licence (desirable). 2. Current first aid certificate (desirable). Responsibilities:
1. National Administration Support Key activities and responsibilities:
Provide support and guidance to all regional Administration & Operations Support Officers, including acting in this capacity in the absence of staff in these roles.
Support sanctuary staff with supervisory responsibilities in the requirement to ensure workers (staff, volunteers, interns, contractors etc) are formally inducted (with a priority focus on safety) using the Induction Checklist; and in ensuring they have appropriate training, licences and PPE before using any plant, equipment, tools and/or vehicles.
Support sanctuary staff in ensuring all relevant policies have been complied with in relation to the engagement of workers (staff, volunteers, interns, contractors). This includes having them complete and return appropriate documentation (personal details forms, employment contracts etc) with contractors [per section 3 below] providing a Certificate of Currency for required policies, prior to commencement.
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In conjunction with the relevant staff (i.e. IT, HR, finance) ensure business services and equipment are available to new workers, and managed upon departure, including email accounts and IT hardware and software, finance login, telecommunication equipment or services, spot-trackers, AWC clothing etc.
Corporate licences and leases including:
o Registered vehicle and plant and equipment purchases, registrations, transfers, inspections and concessions.
o UHF repeater/communications licences
o Corporate firearms licence and state-based/individual firearms licences and AWC approvals.
o Pastoral leases including stock returns.
o Conservation, scientific, tourism or other required licences.
o Liquor licences.
Bi-annual orders for staff clothing including maintaining records and stock, issuing invoices and allocation of costs.
Assist development and sanctuary staff with operational requirements in relation to planning, coordinating and implementing sanctuary donor events or other key projects (i.e. media or photographic opportunities). Assist development and head office staff in a range of support activities during peak periods (i.e. end of
financial year, quarterly newsletter mail-outs etc).
Undertake reception and administration duties when required (i.e. staff annual leave, sickness or absence). This may include travel bookings and arrangements (i.e. car hire, accommodation, charter flights), financial and P.A. support (i.e. submitting personal reimbursement expenses).
2. National Operations Support Key activities and responsibilities:
Under the guidance of and working with the Operations Manager and National Operations Manager undertake the following tasks.
Safety
o Managing all spot-trackers including: Ordering
Training staff in their use
Auditing use to ensure tracking function is used Efficiency and effectiveness
Costs
Maintaining up-to-date spot-tracker links and notifications
Ownership of all these issues and bringing them to management attention as required
o Training and supporting sanctuary staff in the use and review of all safety policies and procedures.
o Undertaking annual audits of sanctuary and national safety documentation (this may include travel to remote sanctuary locations).
o Management of risks in relation to health and safety, including your own.
o Recording, reporting and reviewing injury, incident and near miss reporting with the aim of reducing risks.
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o Researching and supporting the implementation of an online safety training system.
o Organisation of and participation in national risk management, first aid training and regional managers meetings.
Insurance
o On behalf of sanctuary staff and under the guidance of the Operations Manager, lodge and manage new insurance claims via the corporate insurance broker including:
Considering which policy to claim under and any limitations of exclusions that may apply That excesses are paid directly to the insurer
Ensuring repairs are undertaken in a timely manner with particular consideration given to the remote nature of the majority of our sanctuaries
o Assist the Operations Manager with the annual renewal activities including insurance and worker’s compensation. This includes:
Liaising with all sanctuary staff in the completion and ongoing maintenance of their asset registers;
Compiling and reviewing returned asset lists using approved templates and with consideration for the individual policy requirements;
Financial & Operational Reporting
o Assist the National Operations Manager in collating data required for the preparation of: Annual budgets and operational plans
Quarterly reports and acquittals Funding and grants
o Support the National Operations Manager and Sanctuary Managers with capital procurements, including guiding the regional Administration & Operations Support Officers.
Discrete projects
o Undertake research projects as directed by the Operations Manager or National Operations Manager. For example national vehicle, plant & equipment assessment, development of sanctuary emergency maps.
Maintain national operations file and records including but not limited to the following (hard copy, electronic and/or intranet):
o Safety documents;
o HR injury reporting;
o Corporate accounts and invoices relative to operational team activities;
o Telecommunications;
o Weekly reports;
o Licences and leases.
3. National Contractor Management Key activities and responsibilities:
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Develop a Contractor Agreement workflow process with the assistance of the National Operations Manager and Operations Manager.
Undertake an annual review of Contractor Agreements and associated insurance records. This includes:
o Ensuring agreements are in place for all contractors including current and necessary insurance provisions (i.e. Certificates of Currency as proof).
o Maintaining records for insurance and worker’s compensation purposes of any contractors which the organisation are required to cover under AWC corporate policies.
Support sanctuary staff in drawing up contractor agreements in advance of approving any contractor works.
Build and maintain relationships with long-term contractors and assist sanctuary staff in managing AWC’s relationship with these suppliers.
4. Telecommunications Key activities and responsibilities:
Assist sanctuary staff in logging/investigating/following-up on phone and internet faults.
Under the guidance of the Operations Manager, manage all corporate telecommunications services across landlines, mobiles, satellite mobiles, data services and NBN connections including:
o Budgets and forecasting (i.e. aging equipment, contract expiry dates etc);
o Cost-savings (i.e. contract sharing arrangements, educating staff on corporate plan use etc) No services should be re-contracted without following company policy guidelines and
with appropriate approvals.
o Supplier relationships (Telstra, Bordernet, Optus); and
o New products, services or contract opportunities. 5. Finance Administration
Key activities and responsibilities:
Prepare purchase orders for head office and manual templates for sanctuary staff. Receive purchase orders for head office and sanctuary staff.
6. National Volunteer Coordination Key activities and responsibilities:
Develop a volunteer agreement workflow process, with the assistance of the HR Manager. This will include the development and maintenance of a volunteer database on the intranet.
Draw up Volunteer Agreements, ensure all volunteers have appropriate documentation in place, and have been provided with relevant sanctuary and activity information prior to travelling to sanctuary to
commence volunteer activities.
o This may include working with regional AOSO to develop a sanctuary information sheet/manual to provide to volunteers.
Per section 1 (above) assist sanctuary staff in undertaking appropriate inductions and training of volunteers and ensuring on-going and appropriate supervision is in place.
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Liaise with sanctuary staff to determine:
o Appropriate volunteer activities, and support them in developing a timetable and annual schedule of suitable volunteer events.
o Advertising volunteer opportunities on the AWC website and more broadly if appropriate.
o The selection of appropriate volunteers relative to the activities and location.
o Further development of volunteer opportunities such as a volunteer newsletter, local community involvement, liaising with the Development team to secure corporate volunteering programs. Send out annual ‘recognition’ certificates to volunteers who have assisted throughout the year, either
directly, or coordinate the regional AOSO’s. 7. Other tasks
Key activities and responsibilities:
Other administrative and organisational tasks as directed by the National Operations Manager and/or Operations Manager.
Note: some tasks may involve travel to AWC sanctuaries for administration, safety, training and/or relieving of duties.
