Association Support Officer

TYPE: Employee – Casual (approx 2 half-days per week, approx. 0.2 FTE) with ability to increase hours in peak periods

REPORTS TO: General Manager

DIRECT REPORTS: Nil

INDIRECT REPORTS: Nil

Organisational Context

The Southern Peninsula Basketball Association (SPBA) is the largest not-for-profit sporting organisation on the Mornington Peninsula. Our objective is to administer the sport of basketball from Mornington to Sorrento, providing an avenue for its players, coaches, officials and administrators to participate and develop through organised competitions and development programs.

Southern Peninsula Basketball Association represents our members of all skill levels, abilities and ages. We provide a range of services, including competitions, development programs, high-performance programs and further development opportunities for our players, coaches, referees, administrators and volunteers. We pride ourselves on our community involvement in the wider Mornington Peninsula region. These services/programs focus on providing development opportunities in a fun, safe and engaging environment. SPBA operates across multiple venues, including Dromana, Rosebud & Sorrento.

Southern Peninsula Basketball Association is governed by a Board of Management primarily elected by the members and it holds affiliation and accreditation with Basketball Victoria.

Further information about Southern Peninsula Basketball Association, its programs and services is available on the Southern Peninsula Basketball Association website at www.sthpen.com.au.

Our Values

We are RESPECTFUL

We are INCLUSIVE

We are TRUSTWORTHY

We foster ENJOYMENT

We drive EXCELLENCE

Purpose

The Association Support Officer provides operational and administrative support to the General Manager, and at times to the Accounts & Office Manager, enabling the Association's leadership to focus on strategic priorities. The role's primary focus is supporting the General Manager, with administrative assistance to the Accounts & Office Manager provided as required. The role manages day-to-day administrative tasks, supports governance and compliance processes, coordinates HR administration, assists with communications and stakeholder engagement, and supports the planning and delivery of events.

The Association Support Officer is a key enabler of the smooth day-to-day operation of the Association, ensuring routine administrative, coordination and compliance tasks are actioned promptly, accurately, and to a professional standard, freeing the General Manager to focus on strategic responsibilities.

Key Responsibilities

Executive & Administrative Support

• Assist with the General Manager's inbound/outbound communication, flagging urgent items and drafting routine correspondence for review

• Manage meeting coordination, and preparation of agendas and pre-reads

• Maintain filing systems, templates and document version control

• Provide administrative support for governance and board matters

Governance & Compliance Support

• Prepare board papers and reports

• Maintain a master calendar of governance and compliance deadlines, including policy reviews and insurance renewals

• Coordinate AGM logistics and documentation

• Maintain an insurance asset register and support insurance processes

• Support tracking and documentation for legal and regulatory matters as required

HR & Volunteer Administration

• Coordinate recruitment logistics, including scheduling interviews and reference checks

• Manage onboarding and offboarding checklists

• Manage processes such as National Police Checks, First Aid certification and course bookings

• Manage venue access, fobs and codes

• Support maintenance of position descriptions and KPI frameworks

Communications & Stakeholder Support

• Manage mass communications to members, coaches and stakeholders on behalf of the General Manager

• Act as a first point of contact for member and parent enquiries and complaints, escalating as required and maintaining a complaints register

• Maintain a relationship calendar for key external stakeholders and prepare briefing notes ahead of meetings

Events & Department Support

• Support logistics coordination for tournaments and major events

• Support department staff during peak periods as required

• Update and maintain monday.com boards, chasing overdue items and generating status summaries

Financial Administration

• Support expense reconciliation and budget administration

• Assist with grant application preparation and manage acquittal reporting once grants are received

Venues & Facilities Support

• Coordinate maintenance follow-ups across venues, including logging issues, obtaining quotes, and chasing resolution

• Assist in managing health & safety related issues as required

General

• Support maintenance of Association IT systems and records, including Microsoft Suite and relevant databases

Inclusion

SPBA has a commitment towards the inclusion of all members of the community across all facets of our sport. SPBA recognises the influence and impact sport has on the wider community and encourages participation from the wider community regardless of age, race, religion, or disability.

Child Safety

SPBA is committed to providing a safe, inclusive, and empowering environment for all children and young people. We have zero tolerance for child abuse, and all allegations and safety concerns are treated with the utmost seriousness. In line with the Basketball Victoria Child Safeguarding Policy, every staff member, coach, referee, volunteer, contractor, and member is expected to uphold professional boundaries, act as a positive role model, and always prioritise the wellbeing of children. Appointment to any role with SPBA requires compliance with mandatory screening, training, and reporting obligations, as we work together to ensure that every child feels safe, respected, and supported within our community.

Selection Criteria

All offers of employment are subject to satisfactory proof of eligibility to work in Australia, reference checks, National Police Check and a Working With Children Check. A current Victorian Driver's Licence is required. The role includes occasional local travel and may require occasional evening or weekend availability to support events.

Essential

Administrative & Organisational Skills

• Proven experience in an administrative, coordination, or executive support role.

• Strong organisational skills with the ability to manage competing priorities and meet deadlines.

• High attention to detail and accuracy, particularly in compliance, records and reporting tasks.

Communication

• Excellent written and verbal communication skills, including the ability to draft correspondence and reports.

• Ability to manage sensitive enquiries and complaints professionally and with discretion.

Systems & Technology

• Confident user of Microsoft Office (Outlook, Word, Excel) and general cloud-based platforms.

• Ability to learn and work confidently across systems such as monday.com, Cognito Forms, and PlayHQ.

• Proficiency using AI tools (e.g. Claude, ChatGPT, Copilot) to draft correspondence, summarise documents, and support administrative and reporting tasks.

Governance & Compliance Awareness

• Understanding of, or willingness to quickly learn, basic governance, compliance and safeguarding administration requirements relevant to a not-for-profit community organisation.

Working Style

• Ability to work independently with minimal supervision across a part-time schedule.

• A collaborative approach and comfort working within a small team environment.

Desirable

• Experience working within a sporting association, club, or other member-based not-for-profit organisation.

• Prior experience with monday.com, Cognito Forms, PlayHQ, Square, or similar platforms.

• Experience supporting board or committee administration.

• Experience with grant acquittal or basic financial administration processes.