Position Title: Personal Assistant to Head of Operations
Full Time
Position Location - 1193 Toorak Road, Camberwell, Victoria
Introduction
The Baptist Union of Victoria (BUV) is an association of more than 339 congregations and 257 Baptist churches, faith communities, micro churches, and Baptist agencies in Victoria. It is a non-profit organisation, with a vision to be a Union of 500 flourishing churches with Christ-like followers, transforming Victoria. Our 50-year goal is to double the number of flourishing Baptist churches in Victoria, and we do this by encouraging, equipping, and empowering our local churches for mission.
Baptists are grass-roots people, with a particular emphasis on the local church. These local churches are self-governing and self-supporting, ranging in size from twenty or so members to several thousand. Although each Baptist church is an independent entity, Baptists nonetheless have always believed in associating with one another - and so churches come together in regional, national, and international spheres to promote and support the fellowship of Baptists everywhere.
The BUV Support Hub is the central support office where this role will be based; here, we promote and live out the values of faith, community, servanthood, stewardship, and respect.
Purpose
The Personal Assistant (PA) provides high-level executive, administrative and coordination management assistance to the Head of Operations to enable the effective delivery of the BUV finance & asset management, governance, compliance, HR and office & administrative functions of the organisation.
The PA serves as a trusted strategic partner in driving administrative efficiency, streamline daily workflows, and manage critical communications so the Head of Operations (HOO) can focus on high-level operational strategy and organisational growth and sustainability.
The PA is expected to be the operational anchor for the Head of Operations through effective communication across a diverse team and the wider BUV, managing complex schedules and competing priorities, as well as optimising daily workflows to ensure seamless execution of team and organisation objectives.
It offers a stimulating and strategic role in making a difference to our BUV stakeholders, agencies and constituents as we move toward a vision of being a Union of 500 flourishing churches, making disciples, and transforming Victoria.
Essential Duties and Responsibilities
Executive and Administrative Support
- Manage the Head of Operations’ calendar, appointments and meetings.
- Prepare correspondence, reports, presentations, agendas and meeting papers.
- Handle, direct and respond to inquiries on behalf of the Head of Operations.
- Maintain confidential records, files and documentations.
- Coordinate schedules and priorities to support the Head of Operation’s operational effectiveness.
Governance and Committee Support
- Organise scheduled meetings for the BUV Assembly, Union Council, Audit & Risk Committee, Grants Committee, SHBELC Committee and other governance groups.
- Prepare or review meeting agendas and collate meeting documents into a well organised meeting pack.
- Provide high-quality record of meeting minutes for Audit & Risk Committee, BUV Assembly and other governance meetings as directed.
- Track action items and ensure timely follow-up on decisions and compliance requirements.
- Assist with governance documentation and policy administration.
Finance Administration Support
- Coordinate and work closely with the Finance Manager (FM) to schedule timely financial reports, agency financial analysis for Union Council and Audit & Risk Committee packs and other financial related documentations for Members’ Meeting packs.
- Support the HOO in finalising grant acquittals and administration of grant auspicing for BUV churches.
- Process expenses, reimbursements, and other finance-related documentation as delegated through ApprovalMax and ProSpend.
- Provide administrative tracking and coordination for Donor Relations Lead activities and reporting as needed.
Communication and Stakeholder Coordination
- Act as a key point of contact between the Head of Operations and churches, agencies, suppliers, tenants, committee members, and external stakeholders.
- Coordinate communications and ensure enquiries are directed appropriately.
- Assist in maintaining professional relationships with internal and external stakeholders.
Property, Compliance and Records Management
- Provide administrative support for property transactions, lease management, and trust-related documentation as needed.
- Maintain records required for legal, compliance, and regulatory reporting.
- Ensure documentation is organised, secure, and accessible.
- Support compliance activities relating to ACNC, ATO, and other regulatory obligations as required.
Human Resources and Office Administration
- Assist with HR administration, including recruitment, onboarding, staff records, and training coordination as needed.
- Help organise annual Administration workshops and Treasurers’ trainings.
- Provide administrative tracking and coordination of team projects and update Salesforce as required.
- Provide administrative support for team meetings and planning days.
- Be one of the telephone and email contacts for the Operations team.
- Perform other related duties as required or directed by your manager.
Key Competencies
Professional Qualifications / Experience
- Relevant qualification in Business Administration or tertiary qualification preferred
- Minimum 3 years direct on the job mid-level administration experience
Essential Qualities
- Professional and competent. Ability to act with diplomacy and high level of discretion and maintain confidentiality
- Exceptional organisational and time-management skills that that reflect an ability to perform and prioritise multiple tasks with strong attention to detail
- Excellent interpersonal and communication skills, with proven ability to build and maintain relationships at every level;
- Excellent written and verbal communication abilities
- Strategic thinking and complex problem-solving abilities
- Emotional intelligence and maturity
- Proven management skills and the confidence to manage upwards
- Highly resourceful team-player, with the ability to also be effective independently
- Demonstrated ability to achieve goals, assess priorities and meet deadlines
- Proficiency in Microsoft 365 applications and document management systems.
- Self-directed, requires minimal supervision, maintain initiative, optimize time management and willingness to work flexible hours as required
- Proven ability to relate effectively to people and churches from a wide range of theological, ecclesiological, and cultural approaches to ministry
- A strong Christian faith with commitment to personal spiritual growth and ongoing personal and professional development
- An understanding of and commitment to the vision, mission, values and ethos of the BUV
Key Accountability
Key Relationships
- Operations Team
- BUV Support Hub Staff
- Union Council and other Committee members
- Pastors and Leaders of the BUV
- BUV Agencies and ABM National Agencies
Location of Position
BUV Office Hub -1193 Toorak Road, Camberwell VIC 3124
Application or enquiry
Send application or queries to debbie.uy@buv.com.au
Applications should include CV and a Cover Letter addressing key competencies and relevant
experiences.
Candidates are encouraged to apply immediately as the position will be closed once the successful candidate has been appointed. |
