Position Description
Position title: Administration Manager
Mission Australia
About us:
Mission Australia is a non-denominational Christian organisation that has been
helping people re gain their independence for over 155 years.
We’ve learnt the paths to getting back independence are different for everyone.
This informs how we help people, through early learning and youth services, family
support and homelessness initiatives, employment and skills development, and
affordable housing. Our nationwide team delivers different approaches, alongside
our partners and everyday Australians who provide generous support.
Together we stand with Australians in need, until they can stand for themselves.
Purpose:
Inspired by Jesus Christ, Mission Australia exists to meet human need and to
spread the knowledge of the love of God.
“Dear children, let us not love with words or speech but with actions and in truth.” (1 John 3:18)
Values:
Compassion
Integrity
Respect
Perseverance Celebration
Goal:
To reduce homelessness and strengthen communities.
Position Details:
Position Title:
Administration Manager
Division:
Service Delivery
Reports to:
Retail Area Manager
Position Purpose:
The Administration Manager will ensure the effective management of all business
processes and support functions of MA Op Shops, personally and through a team
of administration support staff. Contributing to the leadership group, the
Administration Manager will work collaboratively with all areas of the business;
facilitate a smooth workflow between departments, monitor compliance, identify
areas for improvement in efficiencies and cost savings, and foster a positive staff
culture in all interactions.
Position Requirements (What are the key activities for the role?)
Key Result Area 1
Administration
Key tasks
Position holder is successful when
Manage the administration function of
MA Op Shops, including but not limited
to:
Financial administration 
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Allocate income
Banking
Petty cash
Prepare invoices and purchase
orders
Debt collection
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All financial, human resources,
general and retail store administrative
tasks are undertaken within set
timeframes and within Mission
Australia guidelines
Systems are designed and used to
maximise the efficiency of
administrative processes
Information is stored responsibly,
kept up to date and provided in a
Position Description | Administration Manager
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timely manner
Assist with acquittals, budgeting
and forecasting
Manage all routine financial
processes and reports
Other duties as required
Human Resources administration –
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Payroll processing
Assist with HR processes
Manage HR documents and
employee files
Other duties as required
General office administration –
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Generate reports
Compile and manage information
and data, ensure all records are
current and easily accessible
Prepare business documents
Fleet management
Manage donations and furniture
collections process
Other duties as required
Retail store administration –
 Financial Audit
 Other duties as required
Key Result Area 2
Compliance/Business Practices
Key tasks
Position holder is successful when
Manage a range of tasks and processes,
to ensure effective business operation
and compliance, including but not limited
to:
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Database management
Financial audits
CQI Program
Compliments/complaints
management
 WHS Audit/RMAP Procedure
 Prepare/maintain Operations
Manuals
 Monitor Toolbox Meeting
 Other duties as required
Key Result Area 3
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All compliance tasks are undertaken
within set timeframes and within
Mission Australia Guidelines
Information is stored responsibly,
kept up to date and provided in a
timely manner
Compliance workflow is
communicated and managed
effectively
Internal and external policies are
adhered to within all areas of the
business
CQI activities are completed on time
Manuals are up to date
Property
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Position Description | Administration Manager
Key tasks
Work closely with all site managers, to
ensure property is maintained, including
but not limited to:
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Prepare site care forms for
National Office
Utilities connections
Liaise with landlords
Coordinate tradespeople for
repairs and maintenance at sites
Manage security; ensure all sites
have alarm response plan and
report as required
Obtain quotes
Source new suppliers &/or better
pricing
Coordinate site set up/closure
Other duties as required
Position holder is successful when
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Site care forms are submitted
accurately and on time
Utilities are connected as required
Mission Australia Property, and then
site landlords, are contacted in the
first instances, prior to any repairs or
maintenance being organised; site
repairs and maintenance should
wherever possible fall to the
responsibility and cost of the landlord
Repairs and maintenance are
conducted as required
Multiple quotes are obtained for
comparison, prior to submission for
approval of purchase of goods and/or
services
All relevant internal and external
parties are kept updated as to
progress and requirement for
involvement during site set up/closure
of stores
Efficiencies and costs are managed
closely
Key Result Area 4
People Management
Key tasks
Position holder is successful when
Manage the Administration Team,
working within Mission Australia HR
guidelines and systems, including but not
limited to:
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Lead by example; build a positive
and productive team culture by
always modelling appropriate
behaviours
Supervise, motivate and support
reports
Rosters
Performance Management
Program
Development and training
Succession planning
Recruitment and selection process
New employee inductions
Recognition and grievance
handling
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Behaviours and expectations required
of all Mission Australia employees is
clearly understood and demonstrated
by all reports
Reports are supported to undertake
their roles in a motivated and effective
manner
Adequate staffing levels are in place to
ensure a smooth and efficient
workflow
Staff performance meets expectation,
and reports are engaged and
challenged in their roles
Development and training is
undertaken, in line with the
requirements of the business, and the
professional and personal needs of
reports
Reports have an understanding about
all roles and functions within the
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Position Description | Administration Manager
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Other duties as required
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Administration Team, in order to
provide cover in the absence or loss of
a staff member
Appropriately skilled and motivated
staff are selected, employed and
inducted within Mission Australia HR
Guidelines and systems
Key Result Area 5
Collaboration
Key tasks
Position holder is successful when
Work in partnership with leadership
group, develop a collaborative
environment where overflow
administrative support is provided for
other departments and, including but not
limited to:
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There is a smooth workflow between
departments, providing efficiencies
across the business
Accept and agree on completion
date for overflow work
Prioritise, delegate and manage
overflow work within
Administration Team
Collaborate with leadership group
on special projects, such as
sponsorships and grants processes
Other duties as required
P
U Work Health and Safety
People leaders must:
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Ensure effective management practices are implemented to mitigate risk and ensure the health
and safety of workers, clients and visitors
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Ensure consultation practices are in place to enable workers to be involved in risk
management planning, incident reporting and safe work practice activities to improve work,
health and safety
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To acquire and keep up to date knowledge of work health and safety matters
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Follow procedures to assist Mission Australia in reducing illness and injury including early
reporting of incidents/illness and injuries
Leadership
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Set the Leadership standards through demonstration of values based leadership and actively
promote values based behaviours within Mission Australia
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Build and maintain an effective and skilled team by establishing role clarity at direct report level
ensuring that performance expectations, development and accountabilities are clearly set and
reviewed regularly
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Establish and maintain team structure that ensures that the right people are in place to
manage, develop, grow or maintain the function to meet Mission Australia’s current and future
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Position Description | Administration Manager
needs
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Drive a culture of openness, feedback and productivity by coaching and developing team
members to achieve their full performance potential and conduct constructive and timely
management of non-performance or team issues.
UPurpose and Values
 Actively support Mission Australia’s purpose and values;
 Positively and constructively represent our organisation to external contacts at all opportunities;
 Behave in a way that contributes to a workplace that is free of discrimination, harassment and
bullying behaviour at all times;
 Operate in line with Mission Australia policies and practices (EG: financial, HR, etc.);
 To help ensure the health, safety and welfare of self and others working in the business;
 Follow reasonable directions given by the company in relation to Work Health and Safety.
 Follow procedures to assist Mission Australia in reducing illness and injury including early reporting
of incidents/illness and injuries
 Promote and work within Mission Australia's client service delivery principles, ethics, policies and
practice standards
 Actively support Mission Australia’s Reconciliation Action Plan.
Recruitment information
Qualification, knowledge, skills and experience required to do the role
 Relevant Administration Qualifications; ideally Cert IV in TAA, Business or Frontline Management.
 Minimum 5 years experience in a supervisory role, with high level administrative, financial,
reporting and business processing skills required.
 A positive outlook and the ability to lead by example is essential.
 Experience working with volunteers and long term unemployed an advantage.
Competencies
 Action oriented and takes accountability to achieve results in line with set timeframes.
 Builds and maintains sustainable internal and external relationships.
 Demonstrates courage in leadership to confront issues and risks, and escalates as appropriate in
accordance with procedure.
 Effective communication and active listening skills, demonstrating the ability to present
information, decision and reasons confidently, clearly and concisely selecting the appropriate
medium.
 Demonstrated experience working and collaborating effectively with others, ensuring key
stakeholders are involved, sharing information and ensuring people are kept informed of progress,
changes and issues.
 Ability to deal with ambiguity and complexity.
 Demonstrated strong leadership skills with effective change management capabilities.
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Position Description | Administration Manager
Key challenges of the role
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Compliance checks required
Working with Children
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National Police Check
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Vulnerable People Check
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Drivers Licence
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Other (prescribe)
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____________________
Approval
Manager name
Approval date
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