Administration Officer

Grampians Grape Escape (GGE) is a community-led food and wine festival that has celebrated Western Victoria's producers, wine and culture since 1991.

Delivered by a volunteer Board, GGE showcases local wine, food and makers, attracts visitors to the region, and supports the Grampians' economy, culture and community through the annual festival and the governance, partnerships and planning that underpin it.

The Administration Officer provides reliable secretariat and administrative support to the Chair, Board and Festival Director of Grampians Grape Escape.

The role supports effective governance, meeting coordination, administration, record keeping, stakeholder communication and the orderly co-ordination of agreed Board actions.

Marketing strategy, campaign delivery and social media management sit outside this role.

Key responsibilities

• Board and organisational support
• Coordinate Board and meetings, including scheduling, agendas, papers and meeting logistics.
• Prepare and distribute minutes and maintain an accurate Board decision and action register.
• Follow up agreed actions and provide administrative support to the Chair, Board and festival contractors as required.
• Support annual planning and provide concise progress updates against agreed actions and priorities.
• Governance and records
• Maintain the association’s key corporate records, registers, and governance documents.
• Support the Board with the review, development and maintenance of fit-for-purpose governance policies, procedures and organisational documentation.
• Support compliance with the association’s constitution, governance requirements and agreed procedures.
• Maintain orderly electronic filing and document management systems.
• General administration
• Assist with grant records, project acquittal documentation and other administrative reporting.
• Support the orderly retention and accessibility of records, systems information and organisational knowledge.
• Maintain calendars, correspondence and other administrative systems required by the association.
• Events and stakeholder support
• Provide additional support, including on-site support, in the lead up to and during the Festival, as required.
• Provide administrative support to event subcommittees and external event coordinators as directed by the Board.
• Maintain the association’s events and key dates calendar.
• Liaise with stakeholders, councils, tourism bodies, wine industry organisations and other stakeholders on routine administrative matters.
• Grants and projects
• Assist with identifying relevant grant opportunities and coordinating supporting documentation.
• Provide administrative support for grant applications, project records, milestone reporting and acquittals.

Skills and experience

• Demonstrated administration, secretariat or executive support experience, preferably within a not-for-profit, membership or industry organisation.
• Strong organisational skills with the ability to coordinate meetings, records, actions and competing priorities.
• High standard of written communication, attention to detail and discretion.
• Sound digital capability, including Google Drive, Microsoft Office and other online document, database, and communication platforms.
• Experience with grants, project administration or reporting is desirable.
• Knowledge of the food, wine, tourism or events industry environment is desirable.
• Ability to work independently, build positive stakeholder relationships and meet agreed deadlines.
• Residence within the Grampians region or surrounds is preferred.
• Key relationships

The Administration Officer reports directly to the Chair and works closely with the Board, Treasurer, Festival Director, and subcommittees.

External relationships may include Visit Victoria, Northern Grampians Shire Council (NGSC) Ararat Rural City Council (ARCC) and other local government partners, Grampians Wine and regional tourism organisations, event partners, sponsors and other service providers.

• Success in the role
• Board meetings are well organised, accurately documented and actions are followed through.
• GGE's records, registers, policies, governance documentation and organisational knowledge are accurate, current, readily accessible and maintained centrally.
• Board actions, grants and projects are supported by clear records and timely administration.
• The Chair and Board have confidence that GGE's administration and governance support is organised, timely and dependable.
• HOURS

Approximately 8-10 hours per week averaged across the year, with flexibility for hours to vary according to workload.

Reduced hours may be worked during quieter periods, with additional hours required during peak periods, particularly in the lead-up to and during the Festival.

Hours will be managed within an agreed annual fee of up to $12,000.

REMUNERATION

$39 per hour inclusive of any applicable statutory superannuation contributions, subject to an agreed annual hours/budget allocation.

LOCATION

Grampians region and surrounds; flexible work arrangements as agreed.

Applicants must be based in Victoria to be able to attend in person board meetings and assist at the festival.

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