Volunteer Systems Administrator

Job details
Pay
$84,228 - $+1,80+ a year
Job type
Volunteer
Full-time
Shift and schedule
Shift work
 
Location
Darling Harbour NSW
 
Full job description
Full-time, Non-Ongoing, APS 5 position
$84,228 - $+1,80+ p.a. plus 15.4% superannuation
Australia’s leading museum located waterside in beautiful Darling Harbour
The Australian National Maritime Museum is seeking a highly experienced and motivated Volunteer Systems Administrator to join our Members and Volunteers team in this full-time, non-ongoing APS Level 5 position for 12 months.

As one of Sydney’s most visited museums, the Australian National Maritime Museum shares our national maritime story across Australia and the world, online, onsite and through research, presentations and travelling exhibitions, and provides must-visit museum experiences that delight and inspire.

We connect our visitors with the oceans and waterways that are the heartbeat of who we are. From deep time to modern Australian and beyond, we explore our past, our present and future as an island nation shaped by sea, offering a sustainable and cohesive vision for the future.

The Museum welcomes over 2.5 million local, interstate and international visitors annually, and is supported by a thriving and passionate staff, membership, volunteer and education base. Find out more at sea.museum.

The role will assist the Volunteer and Memberships team with streamlining the use of systems and build efficiencies into operational activities. Tasks will include the setting up and roll out a new volunteer management system, data management and importation of historical volunteer data and records, and creating reports, training and procedure manuals, as well as ongoing support of the system and teams. The role will also include setting up a community portal as a communication and repository tool for the volunteers.

The ideal candidate will be passionate about volunteering and skilled in administrative tasks, as well as have a strong understanding of how to manage volunteer data and systems.

Please note: This recruitment process is intended to fill both current and future vacancies. While the position on offer is non-ongoing, a merit pool of suitable applicants may be established to fill similar ongoing and non-ongoing positions within the next 18 months.

Key Accountabilities
Under limited direction, this position is responsible for delivering the following functions:

Assist in implementing, configuring, and managing the volunteer management system and community platform.
Input and maintain volunteer data, including personal information, shift schedules, hours worked, and other relevant details.
Ensure that all volunteers are assigned to roles that match their skills, interests, and availability.
Assist in further enhancing volunteer management system functions such as rostering, events, hours tracking and training.
Collaborate with the volunteer team drive efficiency in workflows and business processes.
Collaborate closely with the Volunteer team to develop and maintain clear policies, procedures, and guidelines for volunteers, ensuring smooth operations.
Provide ongoing support and troubleshooting for volunteers using the platforms, including the mobile application, to log hours, sign up for shifts, or report issues.
Build dashboards and reports where required in the volunteer management system.
Stay current with the latest trends, tools, and best practices in volunteer management.
Use the volunteer management system to generate regular reports and analyse volunteer data for insights and improvements.
Participate in project work, contributing to the planning, execution, and delivery in relation to the volunteer management system.
Work collaboratively with the Technology team.
Selection Criteria
Demonstrated ability to work as part of a team with a customer service focus, prioritise tasks and proactively seek improvement.
Understanding of volunteering management systems.
Understanding volunteer operations such as onboarding, training, and scheduling.
Independent problem-solving skills with ability resolve problems in a timely and efficient manner.
Excellent communication and verbal skills to deal with project stakeholders.

Qualifications and/or relevant experience required
Mandatory
Understanding of volunteering management systems.
Understanding volunteer operations such as onboarding, training, and scheduling.
Understanding of data management.
Desirable
Rosterfy experience.

When applying via our online e-recruitment system, please provide a written application addressing each Selection Criteria. Your current resume is also to be included in your application.
In addition to an application and your resume, the assessment process for this position may also include an interview and referee reports.

Applications Close: 11:30pm AEST, Monday, 23 June 2025. No Applications will be accepted by mail or email.

Selection for this position will be made on the basis of relative merit which will be assessed against each item of the selection criteria. Applications that do not address the selection criteria will not be considered for shortlisting by the Selection Panel. As part of the selection process the Selection Panel may invite candidates to undertake online testing, skills-based assessment and provide samples of written work at interview.

This position is open to all eligible members of the community, and we encourage applications from Aboriginal and Torres Strait Islander people, people with a disability and people from every cultural and linguistic background. To be an eligible member of the community, you must be an Australian citizen. Applications may be accepted from Australian permanent residents who are in the process of acquiring Australian citizenship. All employees will be required to satisfactorily complete an Australian Federal Police National Police Check and obtain and maintain a Working with Children Check registration.
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