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AI Summary
This role provides high-level administrative support to the Grants Team, ensuring smooth coordination of operational tasks, documentation, scheduling, and communication. The Administrator plays a key role in maintaining accurate records, supporting compliance processes, and assisting with grant and funding program logistics.
The role ensures alignment with AEG’s mission to inspire and nurture individuals to reach their full potential, and upholds the organization’s values of connection, professionalism, and team spirit.
You will be responsible for operating in accordance with the AEG brand promise of realizing the potential in everyone.
Key Responsibilities
Administration
Maintain and update team calendars, schedules, and meeting logistics.
Prepare agendas, take minutes, and follow up on action items.
Assist with document preparation, formatting, and distribution.
Gather required information to lodge claims according to State-based timeframes.
Enter claim information into claims management system.
Request and gather supporting documents.
Assist with email management.
Process Scholarship reimbursements and assist with approvals.
Assist in ad-hoc tasks which may include follow-up phone calls and emails to Centre Managers to ensure all reporting and funding records are up to date.
Data & Records Management
Maintain accurate records of grant applications and funding approvals.
Support data entry and reporting for compliance and performance tracking.
Assist with ServiceNow system updates and tracking requests.
Track system Users and funding approvals for all Centre’s.
Communication & Coordination
Liaise with internal stakeholders including Centre Managers, Talent, and Education teams.
Respond to routine queries and direct complex matters to appropriate team members.
Coordinate communication and logistics for grant activities.
Maintain Working Relationships
Internal
Grants Team
Regional and Zone Managers
Centre Support Staff
Centre Managers
External
Regulatory Authorities
Government Departments
Software Providers
Departments of Education
Compliance & Documentation
Assist with tracking funding compliance documentation.
Support the preparation of reports for funding bodies and internal stakeholders.
Ensure filing and archiving sensitive documents in accordance with policy.
Event & Program Support
Provide logistical support for professional development sessions, webinars, and team events.
Assist with promotional materials and communications.
Coordinate enrolment and graduation documentation for scholarship recipients.
Professional Development
Prioritise your own professional development and development provided by AEG.
Attend monthly team meetings and training sessions
Health & Safety
Abide by AEG’s Safety Commitment:
At Affinity Education, we believe that child safety is everyone’s responsibility. We are committed to upholding the safety, rights and wellbeing of all children and promote a culture of child safety with a zero-tolerance approach to child abuse and harm.
Child Safety
Actively contributes to developing a child-safe culture that protects children from harm.
Identify and respond to any indicators or disclosures of harm.
Promote the cultural safety and wellbeing of all children.
Skills & Experience
Experience & Qualifications
2+ years in an administrative support role, preferably in education or not-for-profit sectors
Experience with data entry, document management, and scheduling
Familiarity with compliance and reporting processes
Knowledge & Skills
Strong organisational and time management skills
High attention to detail and accuracy
Excellent written and verbal communication
Proficiency in Microsoft Office and data systems (e.g., ServiceNow)
Ability to work collaboratively in a team environment.
Commitment to child safety and professional integrity
Core Competencies
Build Relationships: Builds & and maintains relationships.
Communicates Effectively: Communicates effectively to influence others.
Drives Quality and Performance: Delivers value to centre through continuous improvement.
Displays Resilience: Manages Stress. Pursues work with positivity and energy.
Focuses on Safety: Treats safety as a priority.
Team Supports: Lives team spirit
Behaviours
Balances Priorities - Effectively manages time and resources to ensure critical activities are completed to success and adjusts priorities where appropriate. Use existing policies and procedures.
Community Connections - Collaborates with others and builds formal and informal partnerships.
Leading Change - Role models positivity, resilience, and openness to change.
Critical Thinking - Solves problems by analysing situations and applying critical thinking. Decide on courses of action and implement the solutions developed to overcome problems and constraints
Measures of Success (Outcomes)
Performance will be reviewed based on expectations and specific indicators agreed upon with your manager. These indicators will include matters critical to the success of the Company such as achievement of centre results and achievement of individual professional development.
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