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The administration function of this role is at the heart of the Tasmanian Branch's success. Providing critical administrative, operational and coordination support to the State Secretary, Organisers, stakeholders and members, this position keeps the Branch running smoothly, efficiently and professionally. As a trusted and reliable central role, the administration role enables the team to stay focused on representing members, advancing collective interests and delivering strong outcomes. The purpose of the finance function in this role is to provide payroll and finance support to Tasmanian branch organisers and personnel, and to respond to internal finance – related enquiries. Through accurate payroll processing, financial administration and responsive support, this role helps ensure the smooth and effective financial operations of the Branch. Training will be provided to the successful candidate to support the finance function of the role.
Job Responsibility:
Reception: First point of contact for all calls and enquiries, first call resolution where appropriate, and staffing the reception desk at the Branch Office
Diary management: Oversee and coordinate the State Secretary's schedule, meetings and appointments
Travel and accommodation: Arrange travel logistics, bookings for transport and accommodation across branch personnel
Event management: Arrange meetings, schedules and booking of venues for conferences
Sending invitations, anticipating clashes and pre-empting solutions to support efficient workflow and coordination of events
Correspondence/Stakeholder management: Draft, monitor and respond to written correspondence according to relevant audience, addressing matters with utmost professionalism and timeliness
Responding to calls and messages with professionalism and courtesy
Including liaising with politicians, government departments and boards
File management: Establishes data quality practices, identifies systemic issues, and improves integrity of data reporting
Organises and maintains files, correspondence and documents in line with AMWU policies, confidentiality and the Privacy Act
Membership enquiries: Liaising with members and updating the membership system under the guidance of the National Membership Coordinator
Ad-Hoc Requests: provide additional support as required by the State Secretary or Branch Organisers on various tasks or projects
Finance correspondence: Respond to branch, stakeholder and National enquiries regarding financial matters in a timely manner with professionalism
Payroll and finance: Process leave applications, pay invoices, assist with delegations' reimbursement, under the guidance of National Finance
Provide advice to Branch members regarding financial processes and procedures
Internal and external audit: Assist in preparation of internal and external audits by maintaining accurate files and complying with AMWU policy and procedures
Accurate data entry, record keeping and timeliness: Ensure that finance data entry, records and documents are completed accurately and systematically to ensure timely retrieval to meet Fair Work Commission submission and publication deadlines and obligations under the Registered Orgs Act
Ad-Hoc Requests: provide additional support as required by the State Secretary or Branch Organisers on various tasks or projects
Requirements:
Commitment to Trade Unionism: A strong dedication to the principles and values of trade unions
Team collaboration: Able to work well within a small team, adapting to a variety of tasks to meet the organisation's needs
Digital literacy/ Technical proficiency: Strong knowledge of Microsoft Suite, including Outlook, Word, Excel and PowerPoint
Troubleshoots routine issues, improves workflows, and uses systems efficiently across the branch
Scheduling and Coordination: Coordinates meetings, rooms, travel logistics/transport/accommodation, paperwork and reminders across competing demands
Oversee diary management for State Secretary scheduling appointments and meetings
Experience with Employment Hero highly regarded – training provided
Digital literacy/ Technical proficiency: Strong knowledge of Microsoft Suite, including Outlook, Word, Excel and PowerPoint
Troubleshoots routine issues, improves workflows, and uses systems efficiently across the branch
Communication: Tailors communication to audience, handles sensitive conversations professionally, and prepares polished correspondence
Member and stakeholder service: Provides assistance calmly, improves service processes, models professional service standards
Confidentiality, discretion and integrity: Is trusted with highly sensitive matters, reinforces ethical standards, and guides others on proper handling
Time management and prioritisation: Allocates work strategically, anticipates bottlenecks, and supports team workflow under pressure
CPA or CA qualification (or working towards)
Strong financial reporting and reconciliation experience
Nice to have:
CPA or CA qualification (or working towards)
Strong financial reporting and reconciliation experience