Program Support Officer

Context

Multicultural Centre for Women’s Health (MCWH) is a national, community-based organisation which is led by and for women from migrant and refugee backgrounds. We advocate and educate to strengthen the health, wellbeing, safety and leadership of migrant and refugee women in Australia.

MCWH works together with migrant and refugee women, community organisations, health practitioners, employers, communities and governments to build and share knowledge, achieve equity and improve health and wellbeing for migrant and refugee women.

MCWH is an inclusive, family friendly employer that encourages a healthy work/life balance and offers flexible working hours and the option to work according to a hybrid working model.

Position Objectives

MCWH’s vision is for migrant and refugee women to be free from all forms of discrimination, to have autonomy over their lives, and experience health equity, well-being and safety in society.

The purpose of the role of Program Support officer (PSO) is to provide administrative support for our Health Education Program and ensuring our organisation is running in a sustainable, impactful and efficient way.

Organisational Relationships

Internal

• The PSO reports directly to the Director of Operations and is a member of the Operations Team which sits in the Operations Pillar.

External

• External organisations, suppliers, vendors, IT, government, funders, contractors

Key Responsibilities

• Provide end-to-end administrative and operational support for all health education programs and projects.
• Act as the primary liaison between external organisations, community groups, Bilingual Health Educators (BHEs) and internal departments to ensure the efficient and seamless delivery of health education programs.
• Maintain accurate and timely program records
• Coordinate and monitor each program throughout its lifecycle to ensure all administrative milestones are completed, including booking confirmation, BHE allocation, attendance recording, evaluation collection, and program closure.
• Reconcile booking records, attendance, evaluation data and BHE session delivery to ensure the accurate and timely processing of BHE timesheets and payroll.
• Maintain accurate and timely program records, databases, calendars and administrative systems from initial booking through to program completion, ensuring all information is entered, maintained and available to support operational management, reporting and organisational decision-making.
• Identify and implement improvements to administrative systems and processes to enhance program efficiency, data integrity and service delivery.
• Undertake general administrative and office duties as required to support the Operations and Programs pillars.

Selection Criteria

Essential

Technical Requirements & Qualifications

• Experience in an administration role;
• Demonstrated understanding of administrative functions and office practices;
• Proven skills in using Microsoft 365 (including Word, Excel, Outlook and PowerPoint) and other project management software
• Driver’s license.

Skills & Attributes

• Strong stakeholder engagement skills and the ability to communicate effectively with various internal and external stakeholders in both written and verbal contexts.
• Exceptional attention to detail and a high level of accuracy in data entry, record management and administrative processes.
• Strong sense of responsibility, accountability and ownership for ensuring the accuracy and completion of end-to-end program administration.
• Highly organised with excellent planning, prioritisation and time management skills, and the ability to manage multiple competing priorities and deadlines.
• Demonstrated initiative, proactiveness and the ability to identify and implement process improvements.
• Strong interpersonal skills with the ability to build and maintain positive working relationships.
• Well-developed problem-solving, analytical and decision-making skills, with the ability to identify issues and implement practical solutions.
• Demonstrated ability to manage confidential information with discretion and professionalism.
• Proven ability to meet regular reporting, payroll and administrative deadlines while maintaining a high level of accuracy.
• Proficient in using Microsoft Office applications and database or workflow management systems (e.g. Smartsheet) with the ability to quickly learn new systems.
• Demonstrated ability to work both collaboratively as part of a team and independently, exercising sound judgement within delegated authority.
• Commitment to continuous improvement, service excellence, and delivering high-quality administrative support.
• Demonstrated commitment to role modelling MCWH's values, behaviours, and organisational culture.
• Highly developed customer service skills;

Highly Desirable

• Willingness to plan and take annual leave outside peak health education program delivery periods, where operationally feasible.
• Demonstrated experience in planning, coordinating and organising multiple programs, projects or events while managing competing priorities and deadlines.
• Fluency in a relevant community language.
• Commitment to and understanding of migrant and refugee women’s health from a feminist perspective.

Special Requirements

• Some evening or weekend work may be required from time to time
• MCWH operates according to a hybrid home/office working model

Salary & Conditions

• Full-time position, 38 hours per week
• SCHCADS Award level 5, pay point 1-3, depending on experience
• Salary packaging is available
• Additional leave entitlement

next steps

To submit your application, please click ‘Apply Now’ by the closing date.