SPIRITUALITY MINISTRY, SISTERS OF ST JOSEPH

 Receptionist – Administration Officer – Part Time (4 days per week)

Mary Mackillop Heritage Centre (MMHC) – East Melbourne VIC

The Spirituality Ministry, Sisters of St Joseph’s (SOSJ) is a not-for-profit, Catholic organisation, committed to a “whole of ministry” framework, which offers new and exciting possibilities.

The SOSJ Ministry overseas seven conference and retreat centers across the country.

Purpose, Vision, Mission and Values:

Uphold, through word and deed, the purpose, vision, mission and values of the Spirituality Ministry.

• Inspired by the Gospel and the lived example of St Mary Mackillop and Father Julian Tenison Woods, we invite all to encounter the Sacred at the heart of everyday life
• Grow a sustainable and innovative ministry that offers opportunities for transformative experiences in spirituality and mission.
• We provide opportunities that nurture hope and the flourishing of life within a safe, welcoming and respectful Josephite environment through contemplative and faith-based formation, education, heritage, conference and pilgrimage experiences.
• Creative Courage, Welcoming Hospitality, Mutual Respect, Conscious Compassion, Intentional Inclusivity.

We value, respect and are committed to the safety of all people. We have a zero tolerance for adult and child abuse or mistreatment. All employees have a responsibility to commit to a culture of safeguarding. This includes completing safeguarding induction training and possibly ongoing safeguarding training.

Key Responsibilities:

The Admin Officer is responsible for the seamless operation of the Mary MacKillop Heritage Centre.

Administrative duties include assisting with the Centre’s financial, administration and marketing  functions, including maintenance of website and on-line booking system. This position will also support the Hospitality and Facilities Co-Ordinator and maintenance and service providers to ensure excellent hospitality and housekeeping services of the apartments and conference/meeting facilities.

General Administration and Marketing:

• Welcome visitors and guests to MMHC and attending to reception duties.
• Ensure site visitors/trades people sign in and out at Reception.
• Assist with organising Colloquiums, Professional Development and Retreat programs, including public relations activities and marketing materials.
• Maintaining accurate records of the number of daily visitors including specific details about school groups, Camino / Pilgrimage groups and other tour group bookings.
• Perform administrative duties including word processing, electronic filing, purchasing of goods, stationery and equipment, petty cash and banking as required.
• Assist with Gift Shop enquiries and sales when Reception and the Gift Shop is unattended.
• Provide information to visitors on the museum.
• Liaise with apartment guests on arrival, providing safety information, access key cards and clear directions and afterhours access.
• Confirming (via email/text) key safe lock box codes for guests after hours / weekend access.
• Liaising with maintenance/service providers needing access to areas scheduled for servicing and/or maintenance of building facilities.
• Assist with induction of new employees and volunteers, organise training, update handbooks and manuals as required
• Maintain accurate records and provide ongoing support to volunteers to ensure the Centre meets all the necessary statutory requirements.
• Provide marketing support by facilitating the development of online/remote sales through the SOJS website and social media. Regularly update website, highlighting events, news, retreats and services.
• Develop and maintain databases of contacts for marketing purposes.

Finance:

• Respond to MMHC booking inquiries (school/tour groups, accommodation units, conference/meeting facilities, car parking for staff and visitors, confirming bookings in writing, issuing invoices and process EFTPOS receipts and follow up non-payments, as required.
• Prepare Gift Shop inventory orders, place orders and process invoices for payment upon receipt of inventory.
• Create and code invoices, credit card reconciliations and provide weekly and monthly financial reports.
• Maintain accurate and updated financial records for audit purposes
• Communication – maintain clear communication, in writing and verbally, with retreatants, facilitators on the logistics and requirements of the retreat Centre.
• When required circulate promotional material using online platforms and ensure facilitators have the necessary resources to conduct their retreats and reflection days.

Hospitality and Facilities Management:

• Ensure clear communication and support with Hospitality and Facilities Coordinator on
  • catering and room set up requirements for retreat and reflection days.
  • ordering, restocking and maintaining supplies for apartments and events.
  • Familiarise with key distribution and collection
  • report and follow up on maintenance issues

Other duties:

• Engage in other duties commensurate with skills and experience and within the scope of this role or as directed by your manager.
• Follow legal requirements and Congregational policies and procedures.

What we offer:

• An environment where people of all faiths can feel comfortable and empowered to be the best version of themselves
• Flexibility, support and positive reinforcements
• Opportunity to learn, grow and contribute to the organisation in an empowered and autonomous manner.
• Professional Development opportunities to enhance skills and knowledge

Essential criteria:

• Demonstrated experience in general office procedures, reception, and administrative areas.
• High standard of professional ethics and confidentiality.
• Experience and understanding of Information and Communications Technology.
• Strong interpersonal and communication skills including the ability to achieve agreed outcomes in a team environment.
• High level of organisational, written and verbal communication skills.
• Demonstrated effective time management and organisational skills.
• Ability to set up ICT requirements for event.
• Sound computer skills including competent use of Microsoft Office.

Desirable Criteria:

• Knowledge and experience working with religious orders, parishes, church agencies or in the not-for-profit sector.

How to apply:

Please apply through the seek website or send through a written application along with a current resume to [email protected]

Applications close on the 7th of February 2025

Please note that interviews will commence on receipt of applications and only shortlisted candidates will be contacted.