Operational Support Officer

Position Description

Position Title: Operational Support Officer

Organisation: Islamic Council of Victoria

Employment Type: Fixed Term until 18 December 2026

Remuneration: $39.57 – $43.80 per hour including super

Reports to: ICV Chief Executive Officer

Work location: Hybrid, with regular in-person attendance is required, including at ICV office at Level 2, 66-68 Jeffcott St, West Melbourne VIC 3003

Position contact: Zakaria Wahid, Chief Executive Officer

Office Number: (03) 9328 2***

Office Email: *****@icv.org.au

Start Date: Immediate

The Islamic Council of Victoria:

The Islamic Council of Victoria (ICV) is the peak body for Muslim organisations in Victoria. The ICV represents the wider Victorian Muslim community - approximately 300,000 people - and has more than 85 member organisations located throughout metropolitan Melbourne and regional Victoria.

The ICV’s vision is to build a better community for all Australians through the empowerment of Muslims in Victoria. The ICV aims to fulfil this vision through the provision of advocacy and social welfare services, and in consultation and cooperation with governments, multifaith communities, service providers and wider society. The organisation is firmly committed to providing support for, and protecting the rights of, Victorian Muslims.

Role Purpose:

The Operational Support Officer is a fixed-term role created to strengthen ICV’s operational capacity during a period of significant organisational activity. Reporting to the Chief Executive Officer (CEO), the officer provides organisation-wide support with the day-to-day operations of ICV, working closely with ICV Management and the operations team. The officer works under the regular direction and supervision of the CEO and General Manager, within ICV’s established procedures and guidelines.

This role is deliberately broad. ICV’s work spans programs and services, governance and compliance, finance and membership administration, events, mosque operations, communications and stakeholder engagement - and the officer will provide effective and efficient support relating to (but not confined to) all of these areas, with priorities directed by Management and shifting as organisational needs evolve. You will be required to perform these duties, and any other duties Management may assign to you.

Key Responsibilities:

Operational & Executive Support

• Assist ICV Management and the operations team with the day-to-day operations of the organisation

• Provide business and administrative support across ICV’s programs, services and support functions, including record-keeping, correspondence, data entry and task coordination

• Contribute to the preparation of documents, reports, presentations and communications as directed

• Help track the completion of key tasks and follow-up actions, keeping trackers and task lists up to date

• Provide administrative support to projects as directed, including scheduling, documentation and record-keeping

• Prepare agendas, take minutes and circulate action items for internal meetings, including the weekly team meeting

• Participate in the daily team huddle and contribute to team coordination

• Manage shared inboxes and phone enquiries where allocated, triaging matters to the right staff member and drafting responses for review

Program, Grants & Fundraising Support

• Provide administrative support to ICV’s program leads and coordinators across all programs - including Prison Chaplaincy, Muslim Connect, Hospital Chaplaincy, the Anti-Muslim Hate (Islamophobia) Support Service and special projects - helping maintain continuity and consistency of service

• Assist with the planning, resourcing and delivery of programs under direction, supporting each program to meet its objectives and funding obligations

• Help monitor and report on program performance, service quality and outcomes, and support improvements to enhance impact and consistency

• Support program leads to resolve operational issues, coordinate resources, arrange training and develop program materials

• Participate in grant-writing, concept proposals and funding applications, and help assemble supporting documentation

• Assist with agreement, compliance, monitoring and acquittal processes for programs and grants, under direction

• Support fundraising initiatives and help identify opportunities for new income streams and funding partnerships, contributing to ICV’s financial sustainability efforts

Membership & Records Administration

• Support membership administration across ICV’s member societies, including renewals, fee collection follow-up and member correspondence

• Draft and maintain records relating to finances, resources and procurement

Events Support

• Help organise, support and attend ICV meetings, forums, events, workshops, seminars and other events, internal and with external stakeholders - across both in-person and online formats

• Assist with event logistics, including bookings, calendar scheduling, supplier coordination, staff and volunteer coordination, and on-the-day support, for in-person and online events such as webinars and livestreams

• Provide support at events held during or outside ordinary office hours, including weeknights and weekends, as required - these may be in person or online

• Manage event registrations, RSVPs and attendee communications, and help prepare run sheets and event materials

• Assist with the end-to-end delivery of ICV’s major events - including the ICV Annual Dinner - from planning through to execution and post-event evaluation, helping ensure events are well-resourced, delivered on budget and run smoothly

• Contribute ideas for new events and for improving event attendance and engagement, for Management’s review

Communications & Marketing

• Support the marketing and communications of the organisation, including content creation, social media, website upkeep and promotional materials, and contribute ideas for promoting ICV effectively, for Management’s review

• Support engagement with online audiences, including monitoring and responding to enquiries across ICV’s channels as directed

• Assist in the production of the ICV Annual Report, including coordinating contributions, formatting and print liaison

• Maintain ICV’s mailing lists and assist with producing and distributing newsletters and email updates to members and the community

• Assist with the preparation, formatting and distribution of media statements and public communications under direction

People, HR & Volunteer Support

• Provide administrative support to HR processes, including recruitment logistics (advertising, applicant tracking and interview scheduling), onboarding coordination and personnel records

• Assist with volunteer coordination and engagement, including scheduling, communications and record-keeping

Mosque & Facilities Support

• Support mosque and facilities administration as directed across the ICV office, City Masjid and other ICV facilities such as offsite storage

• Coordinate room and facility bookings, contractor visits and maintenance requests across ICV premises

• Provide administrative and logistical assistance around Friday (Jumu’ah) prayers and other regular mosque activities as directed

• Work with the ICV Imam, masjid support team and mosque caretaker in various capacities to support the smooth running of the City Masjid

• Assist with the preparation and delivery of mosque programs and activities, as required

• Occasionally attend to mosque-related issues outside ordinary hours where required

Systems & Continuous Improvement

• Assist in developing, maintaining and improving administrative practices, systems and procedures to enhance productivity across the organisation

• Help support the information technology and digital components of the organisation, including day-to-day troubleshooting and liaison with external providers

• Help document recurring processes into clear procedures, checklists and how-to guides

Stakeholder & Community Engagement

• Liaise professionally with member societies, community members, government and other internal and external stakeholders, under the direction of Management, ensuring timely responses and feedback for all parties

• Assist in researching and building relationships with external service providers, and provide referrals to external organisations and services where needed

• Provide general stakeholder engagement and coordination support across ICV’s activities as directed

• Maintain accurate records of stakeholder engagement, including contact logs, meeting notes and follow-up actions

• Organise, attend and support meetings and forums with stakeholders

• Provide administrative and logistical support to ICV’s advocacy activities, campaigns and community initiatives, including meeting coordination, materials preparation and follow-up actions

• Assist in driving positive organisational growth through positive internal relationships and engagement with member societies and third parties

Compliance, Reporting and Professional Development

• Participate in required training, supervision, inductions, and professional development activities as directed

• Attend and contribute to team meetings, ICV events, and broader program and organisational activities as required

• Comply with all ICV policies, procedures and applicable legal obligations, including mandatory reporting

• Follow ICV’s internal incident reporting and escalation procedures

• Take reasonable care for your own health and safety and that of others, follow ICV work health and safety procedures, and report hazards and incidents

• Maintain confidentiality and comply with privacy and data-handling obligations

General

• Share ICV’s values, mission, and vision

• Keep well-organised files and records of business activity, and maintain professionalism and strict confidentiality with all materials

• Perform, as directed, any other duties at the direction of Management - the role is intentionally broad, and duties will flex with organisational priorities

This position description intends to describe the general nature and level of work being performed by people assigned to this role. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not necessarily significant.

Key Selection Criteria:

• Shares ICV’s values, mission, and vision

• Highly developed organisational and administrative skills as well as excellent time management skills, including the ability to manage a broad and varied workload, identify priorities and meet deadlines

• Demonstrated ability to communicate effectively and gain cooperation across a wide range of individuals, groups and organisations

• Well-developed written and verbal communication skills and a high level of literacy

• Demonstrated understanding of administrative systems and processes

• Strong computer skills, including MS Word, Outlook and Excel, and confidence in learning new digital tools

• Ability to organise and prioritise tasks, problem solve, and ask questions when needing further clarification

• Sound judgement, integrity and discretion, with the ability to handle sensitive and confidential matters appropriately

• A genuine understanding of, and respect for, the values, culture and needs of the Victorian Muslim community

• A dedicated, committed and hardworking team member who works efficiently and copes well with competing demands

Qualifications:

A tertiary qualification/s in a relevant field, or relevant experience in the not-for-profit or community sector.

Application Process:

Please submit a resume and cover letter that addresses the Key Selection Criteria and outlines your relevant experience and qualifications. Please include two professional references.

All appointments to the ICV are subject to a reference check and will be required to submit a Police Check and a Working with Children’s Check.

Applications will be reviewed on a rolling basis and early applications are encouraged. Appointments are subject to a probationary period.

Please note we typically do not consider applicants who do not include a properly formatted and detailed Cover Letter referencing the Key Selection Criteria.