Administrator/Bookkeeper (Dual Role)

Would you like:

• The opportunity to join one of Australia’s most innovative, entrepreneurial and fastest growing charitable organisations in a leadership role?
• A stimulating role working in the healthcare not-for-profit sector where you are constantly learning and meeting new challenges?
• The chance to work with inspiring, dedicated and curious colleagues from both Australia and overseas in an energising, fast-paced and entrepreneurial environment?
• Meaning and purpose in your work because you are helping people suffering from mental illness to get well by making new and innovative treatments available to them?

If this, is you, then please apply for this exciting opportunity!

About Us:

Mind Medicine Australia (www.mindmedicineaustralia.org) is a registered charity that helps to alleviate the suffering caused by mental illness in Australia through expanding the treatment options available to medical practitioners and their patients. We are building the ecosystem for establishing safe and effective psychedelic-assisted treatments to cure a range of mental illnesses.

Mind Medicine Australia is headed by social sector philanthropists and entrepreneurs Tania de Jong AM and Peter Hunt AM.

The organisation has grown strongly since its establishment two years ago and involves a core team based in Melbourne, a large number of volunteers, Chapters of Mind Medicine Australia in over 25 locations across Australia and New Zealand, a Board of Directors drawn from relevant sector leadership roles and Ambassadors and Advisory Panel Members comprising psychiatrists, psychologists, pharmacologists, researchers and other Sector leaders from both Australia and overseas.

The organisation has four core strategies: awareness building and education; the development of a world class psychedelic-assisted therapies training program (we have approximately 100 students going through the program this year); the promotion of a Centre for Emerging Mental Health Therapies with a major university(s); and all the logistics involved with rolling out these new treatments (regulatory barriers, legal and ethical frameworks, protocols, standard operating practices, training manuals, clinic rollouts, trials, building the economic case and so on).

The Role:

Reporting to the Management Team, you will manage the administration and bookkeeping for MMA and all inboxes and phone interacting with a diverse group of stakeholders. You will help develop and grow existing relationships with clinicians, patients, partners, donors, volunteers and chapter members of the charity. This is a high intensity role, with a dynamic and diverse workload, requiring a high degree of resilience and a very organized, hard-working approach. You’ll bring a passion for administration, accounting and finance, excellent communication and I.T. skills. Relationship, event and project management skills and strong networks will be an asset.

You’ll join at an exciting period of growth for our organisation and play a critical role in helping to introduce innovative new programs and treatments for mental illnesses.

Primary Purpose and Responsibilities:

The Administrator/Bookkeeper is a dual role and is responsible for managing assisting with the administration, procurement, upkeep of accounts and debtors, training and supervision of the chapter and volunteer portfolio and a range of other tasks as required as part of a small, dynamic and entrepreneurial team…moving very fast. You will also assist in the creation, development and refinement of systems, policies and processes and help to maintain and develop donor relationships and partnerships emanating from the Volunteer and Chapter communities. You will assist in establishing, maintaining and developing relationships with universities including through internship programs and clubs and societies.

Tasks may include:

• Assist the Management Team as required.
• Collaborate with the Operations Manager and Events, Marketing, Volunteers, Grants and Chapter Leaders as required
• The handling and coordination of communications (via phone, email, meetings etc) to ensure that MMA provides timely liaison, responses and appreciation to all stakeholders, volunteers, donors and members of the public interested in our work
• The maintenance and improvement of MMA databases, ICT systems and reporting procedures to enhance efficiency, update data and stakeholder lists, support decision-making and ensure data integrity – with assistance of VA’s
• Assist in building relationships with peak bodies and other not-for-profit organisations in the health sector
• Maintain and find new free website listings and post events on event listing and donation/philanthropic platforms
• Stock management – t-shirts and other merchandise, brochures and other collateral
• Assist with a variety of events ranging from one-off webinars to global medical conferences and varied smaller educational events , workshops and documentary screenings
• The preparation of correspondence and collateral, including briefings, presentations, reports, submissions, marketing materials and notes to ensure that written information is comprehensive, accurate and timely
• Assist with office facilities, equipment, supplies and procurement
• Bank and Corporate credit card reconciliations
• BAS, IAS, PAYG reporting
• Make payments and organise bank reconciliations
• Other finance and administrative duties as directed
• Preparing and entering payroll, superannuation and invoicing including follow up of debtors
• Preparing and entering accounts payable
• Filing and archiving
• Coordinate all communications and logistics for our world-class Certificate in Psychedelic-Assisted Therapies program with students, teachers (global Faculty) and suppliers to ensure the program runs smoothly
• Coordinate, liaise and organise logistical operations for the online and in-person intensives
• Processing all applications and payments and organizing interviews for candidates for the course in a timely manner
• Manage and maintain the learning platform and course materials
• Assist with logistical requirements and ZOOM hosting for online sessions
• Assistance with production management including technical support, speakers and venue liaison
• Track student attendance at sessions
• Collate feedback, liaise with the academic team and help develop the course
• Assistance with project management of specific projects that support the achievement of MMA’s organisational objectives

Candidate Profile:

• Excellent financial, written and verbal communication skills, so as to communicate effectively and responsively
• Superior organisational skills
• A strong sense of resilience, ability to work with tight deadlines, providing direct communications as necessary
• A results-orientated approach and desire to consistently deliver great outcomes
• Strategic and analytical thinking; ability to identify future opportunities and tackle a problem by using a logical, systematic, sequential approach
• Excellent presentation skills and the capacity to deal with people at all levels and areas of expertise
• High competency in all key Microsoft, IT and finance programs (databases and XERO)
• Excellent attention to detail
• Adaptable, resilient, caring, ‘can-do’ and courageous
• Ability to multi-task, plan and prioritise effectively
• Demonstrate initiative, flexibility (Can-do, agile mindset), accountability and a high level of professionalism
• Possess a high degree of common sense and emotional awareness
• Maintain confidentiality and exercise diplomacy
• A lifelong learner with a growth mindset
• Team-player with strong competencies in working with staff, volunteers and partnerships
• A sense of urgency
• The ability to develop, execute and run successful events and other activations will be an asset
• A broad understanding of and/or interest in the treatment of mental illness, community wellbeing, health, science and medicine and the not-for-profit sector

Key Selection Criteria:

• At least 5 years of experience and a successful track record in administration, accounts support and bookkeeping
• Demonstrated high level written, verbal and presentation skills, including writing materials targeted to different audiences
• Demonstrated ability to work autonomously, collaboratively and flexibly as part of a team to achieve goals
• Excellent time management, administrative and organisational skills with the ability to plan workload, prioritise tasks, meet deadlines and adapt to changing circumstances
• Ability to work collaboratively to seek relevant inputs and assist with effective and inspiring propositions for support from individuals, families, major organisations, Trusts & Foundations, Businesses and Governments.

Capability summary:

A tertiary qualification is preferred – minimum Bachelor’s degree in a relevant area
At least 5 years’ work experience in a similar role

Compensation:

In return for your high energy, excellent performance outcomes and enthusiasm, you will have the opportunity to work within an engaged, high-performing, fast paced and mission-driven team with the potential to positively impact the lives of millions of Australians who are in need.

Salary will be dependent upon experience, skill set and qualifications. Salary packaging is available, and we work from a convenient South Melbourne co-working location.

Application Process:

To be considered for this exciting new role, please send your resume and a cover letter outlining specific relevant experience and five reasons why you are perfect for this position addressing the selection criteria, and your expected salary range and referees and possible start date to applications@mindmedicineaustralia.org

The closing date for applications is 21 December 2021.

Applications will be reviewed in order of receipt so please apply now for this new role. You will have an advantage if you are available to commence immediately or in the short term.

Due to the high number of applications for roles within Mind Medicine Australia, we may not be able to enter any correspondence or calls prior to the deadline for applications.

Only people with the right to work in Australia may apply for this position.

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