Administration Officer

• Location: Surry Hills, Sydney NSW
• Employment Type: Part-time (21 hours per week)
• Contract: 12-month fixed-term contract
• Salary: $76,000 to $80,000 p.a. FTE, 12.5% superannuation, annual leave loading, salary packaging arrangements available. 2 weeks a year of additional annual leave during End of year closure. 

About HALC

The HIV/AIDS Legal Centre (HALC) is a specialist community legal centre providing free legal assistance to people experiencing HIV- and hepatitis-related legal issues. We also deliver community legal education, engage in law reform activities, and undertake strategic litigation to advance the rights of the communities we serve.

We are committed to social justice, inclusion, and improving access to legal services for people affected by HIV, hepatitis, stigma, discrimination, and other forms of disadvantage.

About the Role

We are seeking a highly organised and proactive Administration Officer to provide administrative, database, communications, fundraising and governance support across the organisation.

This role is central to ensuring HALC's services operate efficiently and professionally. Working closely with the Principal Solicitor and other staff, you will support day-to-day operations, maintain accurate records and reporting systems, coordinate volunteers, assist with organisational communications, and contribute to governance and fundraising activities.

Key Responsibilities

Administration and Database Management:

• Manage and maintain HALC's AIIM client management database, including data entry, quality assurance and reporting.
• Train staff and volunteers in the use of AIIM and update training resources as required.
• Monitor developments and updates to AIIM and liaise with external providers.
• Coordinate volunteer and staff rosters.
• Assist with volunteer recruitment and onboarding, including setting up Microsoft 365 accounts and office systems.
• Maintain administrative records and organisational databases.
• Monitor and manage HALC's administration email and incoming correspondence.
• Process invoices through HALC's bookkeeping platform and liaise with external accountants as required.
• Support staff and volunteers with technology and IT-related issues.
• Assist with client file management and records destruction processes in accordance with legal requirements.
• Support funding applications, service reporting and accreditation requirements.
• Contribute to the planning, development and evaluation of HALC services.

Communications and Fundraising:

• Maintain and update the HALC website.
• Coordinate HALC's social media presence, including Facebook, LinkedIn and Instagram.
• Assist with fundraising activities and donor database management.
• Draft and distribute newsletters, email campaigns and stakeholder communications.
• Coordinate the publication and updating of organisational resources, guides and the Annual Report.

Governance and Organisational Support:

• Prepare agendas, take minutes and coordinate action items for staff meetings and other organisational meetings.
• Support the HALC Management Committee, including assistance with governance and administrative processes.
• Help coordinate HALC's Annual General Meeting (AGM), including membership communications and documentation.
• Prepare reports and administrative documentation as required.
• Undertake other administrative and office support duties consistent with the role.

Selection Criteria

Essential:

• Demonstrated experience in administration, office coordination or a similar support role.
• Excellent organisational skills with strong attention to detail and the ability to manage competing priorities.
• Strong written and verbal communication skills.
• Experience maintaining accurate records and using databases, Microsoft 365 and other office systems.
• Ability to work professionally and collaboratively with staff, volunteers, clients and stakeholders.
• Strong understanding of confidentiality, privacy and professional conduct.
• Commitment to inclusion, cultural safety and the values of community legal centres.
• Ability to work independently while also contributing effectively as part of a small team.
• Understanding of, or willingness to develop an understanding of, the legal and social issues affecting people living with HIV, people affected by hepatitis, and communities at risk.

Desirable:

• Experience in a community legal centre, legal practice, health service, not-for-profit or membership-based organisation.
• Experience using client management, case management or service data systems, including AIIM or similar platforms.
• Experience coordinating volunteers, rosters, onboarding processes or training materials.
• Experience supporting governance activities, committees, board meetings or annual general meetings.
• Experience managing websites, social media channels or e-newsletters.
• Experience with fundraising administration and donor communications.
• Familiarity with bookkeeping processes, invoice management or working with external accountants.
• Experience with grant reporting, accreditation requirements or service standards.
• Lived or professional experience working with communities affected by HIV, hepatitis, stigma, discrimination or social disadvantage.

Reporting Responsibilities

The Administration Officer reports directly to the Principal Solicitor and works closely with all HALC staff, volunteers and the Management Committee as required.

Why Join HALC?

• Make a meaningful contribution to social justice and community wellbeing.
• Work in a respected specialist community legal centre.
• Be part of a supportive and collaborative team.
• Access part-time working arrangements.

0.5 % additional superannuation, annual leave loading, 2 weeks of additional leave during holiday closure and salary packaging.

How to Apply

Please submit via the "Apply Now" button:

• A cover letter addressing the selection criteria; and
• Your current résumé.

Applications close: As the position is filled.

For further information about HALC, visit www.halc.org.au.

HALC is committed to creating a diverse and inclusive workplace. We strongly encourage applications from people living with HIV, people affected by hepatitis, Aboriginal and Torres Strait Islander people, LGBTQIA+ people, people from culturally and linguistically diverse backgrounds, and people with disability.