Corporate Services Administrator

Role Purpose The Corporate Services Administrators play a pivotal role in supporting the administrative, operational and communication functions across all areas of the organisation. Working within an offshore service centre model, the role ensures high-quality, inclusive, and timely support for internal teams, members, and external stakeholders. Each Administrator will work across the core pillars within Bus Stop Films - Programs, Employment and Production to provide high-quality administration and customer support for our participants, core staff and stakeholders. Administrative responsibilities may include corporate operations, rostering support, program scheduling, CRM management and participant communications — ensuring seamless processes seven days a week. Key Responsibilities Organisational Administration ● Provide day-to-day administrative support across all departments including Employment and Production, Programs, Events, Fundraising and Sponsorship, and Operations. ● Manage central inboxes and phone lines, ensuring enquiries are addressed, triaged or escalated promptly. ● Prepare correspondence, reports, meeting papers, and digital filing for all team meetings. ● Support travel bookings, stationery and merchandise management for all applicable staff. ● Assist in procurement, stock management, and merchandise order fulfilment coordinating the postage of items via the Sponsorship, Events and Fundraising team. ● Support CEO, COO and CFO with diary and meeting management including ensuring appropriate breaks, meeting preparation and context for the executive team. ● Coordinate internal and external communication for major reports and events (Annual Report, strategic plans, etc) with the Sponsorship, Events and Fundraising team. Data, Systems & Reporting ● Maintain data integrity across CRM, CMS, and project management systems. ● Extract data and compile reports for executive, program, employment and production metrics. ● Lead or assist with system migrations and efficiency improvements. ● Support payroll and rostering data entry for workshop and employment teams. ● Ensure that all data is entered into the CRM system and linked correctly. ● Ensure that all appropriate paperwork and processes are followed. Candidate, Participant & Community Support ● Act as a first point of contact for candidates, participants, workshop leaders and support workers. ● Provide administrative support to employment and program teams for onboarding, applications, and communications. ● Coordinate drop-in sessions, workshops, and online events as required. ● Ensure information shared with candidates and participants is accessible and inclusive. ● Process and manage NDIS quotes and progress reporting inquiries

Rostering & Program Logistics ● Manage weekend and weekday rostering systems in liaison with Support staff. ● Maintain attendance rolls, absentee form submissions, support worker rosters, and communication channels (e.g., WhatsApp groups). ● Identify regular absences or engagement issues and escalate where appropriate. ● Complete accurate payroll and timesheet reconciliation for workshops and programs. Technology & Equipment Management ● Manage office and technology assets, ensuring accurate registers. ● Support onboarding of new staff and liaise with the appropriate manager to provide access to systems and software. ● Liaise with the COO for troubleshooting, security access, and system improvements.

Communications & Engagement ● Support creation of accessible templates for candidate and participant communication. ● Manage newsletters, social updates, and noticeboards in partnership with Sponsorship, Events and Fundraising team alongside Employment. ● Ensure consistent brand tone and accessibility in all correspondence.

General ● Participate in staff meetings and complete appropriate notes, follow ups and action any outcomes. ● Maintain confidentiality and uphold organisational values in all interactions. ● Support other team members and projects as required.

Skills, Knowledge & Attributes ● Minimum 2 years’ experience in administration, communications, or member support. ● Excellent organisational skills and attention to detail. ● Strong written and verbal communication, including ability to adapt for different audiences. ● Problem-solving and risk management experience - ability to think through the best approach and implement solutions in real time. ● Demonstrated experience using CRM, CMS, and project management software. ● Proactive, flexible, and comfortable working autonomously in remote settings. ● Strong interpersonal and teamwork skills, with respect for inclusive practices. ● Experience supporting governance, board administration, or payroll processes desirable. ● Knowledge of the disability, education, or arts sector advantageous.

Selection Criteria ● Qualifications: Certificate or Diploma in Business Administration or related field (desirable). ● Administrative Expertise: Proven experience in broad organisational administration and digital systems. ● Communication Skills: Demonstrated ability to produce professional and inclusive correspondence. ● Customer/Member Service: Strong stakeholder engagement and problem-solving skills. ● Attention to Detail: Ability to manage multiple priorities with accuracy. ● Remote & Flexible Work: Proven capacity to deliver outcomes across variable shifts and time zones. ● Technology Proficiency: Comfortable using Google Workspace, Microsoft Office, CRM, and virtual meeting tools. ● Team Collaboration: Ability to work harmoniously with colleagues across diverse teams and roles