Club Administror

The Bulleen-Templestowe Basketball Club (known on court as the Bulleen Boomers) has been operating in the Bulleen, Templestowe and surrounding suburbs of outer-eastern Melbourne for over 50 years. The Club provides extensive opportunities for players and officials to develop their potential and to excel in all levels of the sport. Participation at junior level in training programs, clinics, tournaments and leagues provide those with the desire and capability to achieve a great opportunity to progress through the club and play at the senior elite level. The Club is committed to child wellbeing and safety and reinforcing that competing in sport is fun and enjoyable.

Role Classification: Fixed Term 12-month contract

Position: Non-Executive Committee Member

Expected hours of work: 38hrs per week, including regular weekends.

Purpose:

The role of the Club Administrator is a key operational role within the Bulleen Templestowe Basketball Club. The Club Administrator is responsible for the day-to-day running of the club, under the guidance and direction of the Board. The Club Administrator provides a vital link between the Board and the broader Bulleen Boomers community and its associate stakeholders.

The Club Administrator will be responsible for leading and managing various administrative tasks, including club administration, sponsorship support, and assistance to the executive team.

Internal Positions Reporting to the Club Administrator:

• Development Officers
• Office Administrator
• Finance Officer
• Competitions Manager
• Community Officer
• Referee Advisor
• Junior Development Officer

Authority and Financial Delegation:

Authority and financial delegation are only as expressly authorised by the Board, in writing. An authority and delegation matrix will be provided to the Club Administrator, which will be reviewed annually and updated as required.

Role Description:

As the Office Administrator, you'll play a pivotal role in the organisation's success. Beyond routine administrative duties, you'll provide essential support to the operations executives, cultural leadership, financial management, staff office management, forward planning, continuous improvement, organisational projects, sponsor engagement, and the administration of all Club Programs.

Being a forward thinker, your contributions will truly matter.

Duties:

1. Office Administration:

• Engage in a variety of administrative tasks including project work, and regular event support.
• Collaborate with the office administration team to provide exceptional support, direction and oversight for the office team where required.
• Handle phone enquiries and interact with both internal and external customers, stakeholders and in essence be the face of the Club.
• Play a key role in leading, managing and coaching your administration team.
• Respond to general enquiries from parents, team managers and players through a Club Admin email account in a positive, timely and engaging manner.
• Consider and respond to all compliments, complaints from parents, team managers and/or players and referral of issues to specialists through the club.
• Support registration process by advertising registration timeframes, sorting and filtering registration lists into gender/day/age groups and distribute to Division Coordinators.
• Update PlayHQ or similar association system with teams and player information.
• Support accounting and operational reports to the Board as required.
• Support marketing, media planning and regular communications with key stakeholders.
• Monitor performance, initiate growth development plans & support all office staff to ensure accuracy of financial reporting, contracts/agreements, accounting requirements, and associated governance requirements.
• Support merchandise and canteen teams to ensure accuracy of reporting, sales performance/growth.
• Develop layers of skill sets within the administration to ensure that there are multi levels of staff able to complete each specific task.
• Maintain our club's positive culture of working in unison and towards our common objectives at all times.

• Manage and grow both current and future relationships with sponsors for the club, key stakeholders, council, suppliers, sporting bodies and business partners.
• Assist in the development and execution of sponsorship proposals and contracts.
• Act as a point of contact for sponsors and ensure prompt and professional communication.
• Coordinate sponsor involvement in club events and activities.
• Prepare reports on sponsorship activities and outcomes for internal review.

• Provide top-tier assistance to the board, ensuring seamless decision-making processes.
• Draft reports and correspondence with precision and professionalism.
• Handle administrative projects assigned and contribute to the success of key initiatives.
• Engage and build relationships with all court facility management.
• Support the Board to prepare, negotiate and highlight areas of opportunity for growth.

• Support the Board and operations team on key contracts and events as required.
• Plan and coordinate club-based events.
• Manage all Club records in an accurate and secure manner.
• Ensure all agreed budgets are managed effectively.

Qualifications, Experience & Attributes:

• Highly organised with extensive experience in people management, stakeholder relationships and forward planning.
• Great communicator and face of the business for office operations.
• Demonstrated business/practice management experience.
• Demonstrated leadership ability.
• Experience in reporting to C-Suite and Board members.
• Attention to detail and ability to understand potential risks to the club.
• Experience with Microsoft Suite and Xero accounting software.
• Understanding of OH&S, governance and child safety matters.
• Current working with children check and current driver's license essential.
• Diploma or associate diploma in Business Management/Admin is advantageous.

Appointment terms:

• Full time 38hrs per week (subject to annual review).
• 4 weeks annual leave pro-rata.

Bulleen Templestowe Basketball Club is an equal opportunity employer. We are committed to supporting individuals with a passion for joining a great team.

Special conditions:

• Flexibility in working hours is required.
• Attendance at club functions and sponsorship events is required.
• Occasional travel in the performance of this role is required.

If you are an organised, proactive individual with excellent communication skills, we encourage you to apply.

Your application will include the following questions:

• Which of the following statements best describes your right to work in Australia?
• How many years' experience do you have as a Club Administrator?
• Do you have a current Working With Children (WWC) Check?
• Do you have a current Police Check (National Police Certificate) for employment?
• Are you willing to undergo a pre-employment medical check?
• Do you have a current Australian driver's licence?