Position Description-Admin Officer

Administration Officer


Position Title:

Administration Officer

Reports to:



Alice Springs

Hours per week:

18 hours per week and as required

Salary Band:

Dependent on skills and experience

Status: Permanent Part-Time


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.


  1. 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.

  1. 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.

  1. 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




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





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



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


Ensure bank reconciliations are done

Reconcile transactions against bank accounts


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




Prepare financial reports

Prepare financial reports for submission to Management Committee


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





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




As required

Maintain and develop membership database

Ensure that member details are accurate and up to date

Prepare reminders for membership renewal.


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


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



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



Respond to email enquiries

Respond to emails professionally and in a timely manner


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.



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


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.



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.