Position Description-Admin Officer

Administration Officer

POSITION DESCRIPTION

Position Title:	Administration Officer
Reports to:	Director
Location:	Alice Springs
Hours per week:	18 hours per week and as required
Salary Band:	Dependent on skills and experience
Status:	Permanent Part-Time
Date:	Closes Thursday 2 May 2024
To Apply:	Email your cover letter and CV to directors@centralcraft.org.au

Responsible to: Director and Central Craft Management Committee

Central Craft is a not-for-profit membership-based organisation located in Alice Springs (Mpartnwe) that nurtures and promotes craft and design practice in Central Australia. We provide advocacy, support, promotional and professional development opportunities, access to well-equipped studios, a workshop program, a retail outlet, and a gallery space for established and emerging craftspeople living in Central Australia.

Central Craft strengthens the community by providing opportunities for learning, creative expression, and social and professional networking. We support emerging through to established craftspeople and artists working across many disciplines. Central Craft is incorporated under the NT Associations Act. It is governed by a volunteer Management Committee of nine members who are elected by the members at the Annual General Meeting.

Position Summary

The primary objectives of the Administration Officer position are:

financial management of the workshop, gallery, and shop transactions through our accounting (Xero) and POS software (shopify).

Event support.

General administration.

Responsibilities

Program Delivery

Assist the Director:

To coordinate day to day operations of the retail outlet, including the training and supervision of volunteers or delegation thereof, and the coordination of the volunteer roster.

2.Administration and General Duties

Facilitate /delegate the Point of Sales Training(POS) for the shop volunteers.

Assist with the development of the Retail Shop Marketing and Promotion under the direction of the Director and Management Committee.

Facilitate the shop display and delegation of visual merchandising.

Coordinate the volunteer roster.

Assist with reordering stock and supplies.

Other tasks as directed by the Director.

Financial

Undertake bookkeeping and fiscal management duties.

monitoring daily sales through POS software,
preparing monthly journals associated with sales;
order stock and maintain inventory;
upload craft-sellers inventory into POS software;
prepare monthly Craft Seller payments;
monitoring and maintaining accounts receivable and payable promptly;
processing banking;
performing bank reconciliations;
generating monthly reports;
fulfil ATO obligations – PAYG, BAS and Superannuation as required
preparing reports for submission to funding bodies or as requested.

Event Support

Provide administrative support for activities and events as scheduled in the annual program.

General Administration

Maintain craft seller’s database.

Maintain the membership database.

Order stationery, office, studio, and craft supplies.

Respond to general phone and email enquiries.

Distribute mail.

Other tasks as directed by the Director

Key Accountabilities

ACCOUNTABILITIES	PERFORMANCE INDICATORS	DUE DATE
Provide accounts payable support for all Central Craft activities	Check supplier invoices for pricing, accuracy, and validity Accept queries direct with suppliers Input supplier invoices and expense claims into the accounting system and reconcile all supplier accounts Make timely payment of all accounts including supplier invoices, re-imbursement to staff, bank transfers	Daily Daily Daily Daily
Provide accounts receivable support for all Central Craft activities	Raise debtor invoices as required Ensure that information from POS systems is transferred accurately to accounting software	Daily Daily
Manage stock intake for shop	Accept delivery of stock from craft sellers Prepare barcodes for stock and attach to stock in a timely manner Maintain supplier and craft seller databases.	As required As required As required
Maintain petty cash system – this has primarily been replaced with a debit card, however, sometimes cash is required	Ensure that receipts are submitted for all payments Post payments to appropriate accounts Reimburse petty cash	As required As required As required
Maintain records of transactions	Maintain a filing system for all transactions for audit and accounting purposes	Daily
Ensure bank reconciliations are done	Reconcile transactions against bank accounts	Monthly
Ensure that BAS and superannuation payments are made with assistance of the Bookkeeper	Information required for preparation of BAS payments is submitted to Accountant in timely fashion Make BAS payment within defined time limits Lodge superannuation payments within defined time limits	Quarterly Quarterly Quarterly
Prepare financial reports	Prepare financial reports for submission to Management Committee	Monthly
Maintain craft seller database	Ensure that craft seller information is kept up to date Record supply of all items for sale Prepare monthly sales data for payment to sellers Prepare payments for craft sellers Re-order stock as required	Daily Daily Monthly Monthly As required
Daily, monitor the cleanliness of the kitchen and ensure that it is always clean and tidy.	At the beginning of each day, check that the kitchen is clean and tidy. This includes the kitchen fridge being kept clean, the sink dish free and the kitchen table free of dishes and food Ensure that cleaning products are available including dishwashing liquid, cleaning cloths, and tea towels are available for use If necessary, in conjunction with the Director compile a roster for the cleaning of the kitchen	Daily Daily As required
Maintain and develop membership database	Ensure that member details are accurate and up to date Prepare reminders for membership renewal.	Weekly As required
On request, create and print Central Craft correspondence, internal memorandums, reports, and other documents	As directed by the Director	As directed
Assist the Director with the organisation of Central Craft Management Committee meetings including meeting room setup, photocopying and collation of meeting papers / reports.	Meet with the Director the week prior to Central Craft Management Committee meetings to allocate tasks for Committee meetings	Monthly
Monitor, receive orders and maintain amenities	Check the kitchen and compile an order list for amenities (toilet paper, stationery etc.) for the approval of the Director	As required
Price and mark all stock in the shop	Ensure current price list maintained Ensure ‘cost of sale’ maintained for each craft seller. Ensure database kept of sales for each craft seller	Monthly Monthly
Assist the Director with the preparation for activities and events at Central Craft	As directed by the Director	As required
Assist the Director to develop marketing material for activities and events	Assist with development of marketing material, e.g. advertising, catalogues, price lists, press releases	As requested
Order supplies	Order stationery, office, studio, and craft supplies	As required
Respond to telephone enquiries	Answer phone promptly and professionally Assist callers with information or transfer call to appropriate staff member	Daily Daily
Respond to email enquiries	Respond to emails professionally and in a timely manner	Daily

Key Communications

The position will have regular contact and interactions with Central Craft staff, Committee members, volunteers, and members as well as the public. Excellent communication and presentation skills are essential to the satisfactory discharge of the duties of the position.

Internal – The Administration Officer will report to the Director and have regular day-to-day contact with all staff and volunteers.

External – The Administration Officer will have regular contact with the public, craft sellers and customers.

Internal Workplace Culture and Communication

Respect your colleagues, clients and elected representatives in all instances;
Apply cultural understanding and awareness to the workplace;
Participate as an effective team member within Central Craft;
Maintain high levels of communication within the workplace;
Lead by example;
Apply confidentiality and discretion at all times;
Work collaboratively with staff across Central Craft to progress the vision and mission of Central Craft;
Support the creation of a strong, skilled and effective team;
Achieve and maintain a high level of self-motivation;
Maintain good spirits within the workplace to achieve a pleasant working environment;
Ensure that efficient systems are developed, implemented and monitored;
Participate in staff-related activities including meetings, training and workshops;
Attend external and “in-house” training as required;
Apply safe work practice at all times; and
Ensure that Central Craft Values are incorporated into all aspects of day-to-day operations.

Values

Central Craft expects that all staff will abide by the following values:

Respect: In all that, we do respect all people

Leadership: We will display professionalism and competence

Listen First: We will always pay attention, wait, and respect other people’s points of view.

Engagement: We prioritise working as a team and will engage with staff, committee, volunteers, communities, and stakeholders to further the work of Central Craft.

Qualifications and Key Selection Criteria

Essential

Experience in being able to resolve problems and make sound decisions.

Experience in managing workloads according to multiple priorities and competing demands.

Self motivated and ability to self manage time.

Passion for the arts and crafts.

Desirable

Experience in Canva or other graphic design software

Experience with marketing campaigns and social media.

Demonstrated experience in the administration of payroll, accounts receivable and accounts payable for a small business, including electronic payment processing.

Ability to coordinate diverse functions and meet client needs.

Experience in being able to resolve problems and make sound decisions.

Experience in managing workloads according to multiple priorities and competing demands.

Sound knowledge of Xero finance system and Shopify POS software.

NT Driver’s license.