Administration Coordinator

Role Description

Role Purpose

Reporting to the General Manager, the Administration Coordinator plays a critical role in providing administrative support to the Byron WF team to ensure efficient delivery of programs and services. This role is detail oriented and delivers administrative tasks for the organisation including the day to day management of the Byron WF office, general enquiries, diary management for the CEO & Artistic Director, data entry and database management, document and filing coordination, administration of the Festival’s organisational systems, accounts payable & receivable, ticketing and box office co-ordination, and preparation of reports and secretariat support for meetings.

While the role reports to the General Manager it provides support across all areas of the organisation’s activity, including programs, development, marketing and operations.

Key Accountabilities

• Manage all office administration and requirements and coordinate management of IT systems to optimise business operations and provide recommendations for improved systems.
• Undertake general administration duties including answering phones, banking, post, amenities, stocking of office supplies, petty cash and general housekeeping of office.
• Manage document and filing administration as directed by the General Manager, including liaising with stakeholders regarding external storage, WHS requirements, insurance and general administration.
• Provide secretariat support for meetings at the direction of the General Manager, including issuing meeting invitations, circulating agendas and reports, minuting and circulating action items for staff, festival team and Board.
• Provide diary management to the CEO & Artistic Director, including appointment setting, and travel coordination, where applicable.
• Provide basic bookkeeping support including processing account payable/receivables, preparation of reports, and support for audit, grant submission and acquittals.
• Manage and maintain ticketing systems and reporting for annual Festival and year-round events. Respond to general ticketing enquiries and coordinate volunteer support when necessary.
• Manage and maintain membership lists and details, assist with membership drives, enquiries and services in person, via email and phone. Coordinate quarterly mailing of northerly magazine, and manage festival library.

Essential Requirements

1. Proven track record in provision of administrative support and general office management.
2. Skills or aptitude to learn basic bookkeeping practices.
3. Strong administration, time management and data entry skills.
4. High attention to detail and efficient, systematic approach to administrative tasks and managing workflow.

How to Apply

If you are interested in this opportunity, please read the position description in full, which can be found here

Written applications should include:-

1. A cover letter outlining your suitability for the role and interest in working with Byron Writers Festival;
2. A resume / curriculum vitae
3. Contact details of two referees who can comment on your competency in regard to the selection criteria.

Please address application to Shien Chee, and email to [email protected]

Please combine your application into a single PDF or Word document.

If you have further questions regarding the role, please email [email protected] or call the Festival office on 02 6685 5115.

Closing date: Sunday 12 March