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