To support the organisation’s administrative functions, ensuring accurate records, smooth communication and efficient day-to-day operations, while working within appropriate volunteer responsibilities and workplace safety requirements.
Key Responsibilities
General Administration Support
- Assist with day-to-day administrative tasks
- Maintain organised digital and physical filing systems
- Support document preparation, formatting and updates
Records & Data Management
- Maintain accurate records (e.g. volunteers, artists, events)
- Assist with data entry and database updates
- Ensure confidentiality and appropriate handling of information
Communications Support
- Assist in responding to general enquiries (email or in-person)
- Support internal communications with volunteers and stakeholders
- Assist in preparing basic correspondence and materials
Operational Support
- Provide administrative support for exhibitions, events and programs
- Assist with scheduling, bookings and coordination tasks
- Support preparation of meeting materials (agendas, minutes if required)
Volunteer Program Support
- Assist the Volunteer Coordinator with onboarding documentation
- Help maintain volunteer records and compliance documentation
Key Relationships
Reports to: Operations Coordinator / Committee
Works with: Volunteer Coordinator, Curator, Communications team, volunteers
Selection Criteria
Essential
- Strong organisational and administrative skills
- Attention to detail and accuracy
- Good written and verbal communication skills
- Ability to maintain confidentiality
- Reliable and able to follow processes
Desirable
- Experience in administration or office support
- Familiarity with basic digital tools (e.g. email, spreadsheets, document systems)
- Interest in arts, community or not-for-profit work
Commitment
Flexible — typically 4–8 hours per week. May include occasional support during events or busy periods.
Benefits
- Practical administration and organisational experience
- Exposure to arts and community operations
- Skill development in coordination and systems
- Opportunity to contribute to a collaborative environment
Compliance & Safety (Victoria)
Volunteer Status
- This is an unpaid, voluntary role
- The role does not replace paid employment
- No expectation of ongoing or guaranteed hours
Work Health & Safety (OHS)
Aligned with WorkSafe Victoria and the Occupational Health and Safety Act 2004 (Vic).
The organisation will:
- Provide a safe working environment
- Offer training, instruction and supervision
- Identify and manage risks (e.g. workstation setup, manual handling, fatigue)
The volunteer will:
- Follow all policies and instructions
- Take reasonable care for their own safety and others
- Report hazards, incidents or injuries
Prohibited / Restricted Tasks
Volunteers must not:
- Perform high-risk or specialised tasks without training
- Be responsible for organisational compliance decisions
- Work unsupervised in ways that create risk
- Undertake duties that should be performed by paid staff
Confidentiality & Privacy
- Must handle all information in accordance with privacy obligations
- Must not disclose sensitive organisational or personal information
Insurance
- Covered by Volunteer Personal Accident Insurance
- Covered under Public Liability Insurance
Screening (if applicable)
Police Check and/or Working with Children Check if required.