Administration & Systems Officer

About Together for Humanity

Together for Humanity (TFH) is an inclusive not-for-profit organisation working with Australian school communities to combat prejudice and build a society where every young person feels they belong. Through engaging experiential programs and collaborative school partnerships, we facilitate high-quality intercultural and interfaith exchanges for students and educators that foster genuine understanding, mutual respect and lasting goodwill across diverse cultural groups.

Our work is grounded in these core principles:

• Inclusion and belonging: ensuring every young person feels valued and included, regardless of background.
• Intercultural and interfaith understanding: bridging divides by bringing people from diverse religious and cultural backgrounds together.
• Empathy and respect: cultivating mutual acceptance and teaching students how to constructively navigate differences.
• Challenging prejudice: actively working to unpack and eliminate racism, stereotypes, and bigotry.
• First Nations recognition: acknowledging Aboriginal and Torres Strait Islander peoples as the First Australians and respecting their enduring connection to Country, culture and community.

Our national team includes educators, facilitators and operations professionals from many faiths and cultures. We believe that our differences are a strength, and that the best solutions come from teams that reflect the diversity of the young people we serve.

TFH is committed to building a workforce that reflects the diversity of the communities we work with. We welcome candidates whose lived experience aligns with our mission of building understanding across cultural and religious differences. If you have personally navigated differences, prejudice, or exclusion and are motivated to help create more inclusive schools and communities, we especially encourage you to apply.

About the Role

Title: Administration & Systems Officer 

Salary: $70,000 – $80,000 

Location: Hybrid (Sydney, Melbourne, Brisbane, Perth) onsite minimum 2 days per week

FTE: 0.8 – 1.0 

Contract: Fixed-term contract for an initial period of 12 months. 

This role is intended to support Together For Humanity’s ongoing work. While the position is currently offered on a fixed-term basis, future employment opportunities may be considered in line with organisational needs, funding and performance.

The Administration & Systems Officer is a fundamental support position within Together for Humanity’s Operations team, responsible for the day-to-day execution of the organisation’s school program bookings, facilitator coordination, and office management. Reporting to the General Manager, this in-office role provides high-level daily administrative assistance to both the education and operations teams.

This is a dynamic position designed for a proactive individual with exceptional organisational and customer service skills. The Administration & Systems Officer acts as a key operational link across TFH, handling the practical, hands-on tasks required to keep our office running smoothly, our program bookings moving efficiently, our CRM data accurate and our facilitators supported on the ground. As our internal CRM champion and super-user, this role serves as the first point of contact for team queries, daily system management, and workflow support, driving best practices across the organisation.

Reporting & Accountability

• Reports to: General Manager
• Direct reports: None
• Works closely with: Administration Lead, Head of Education, Education Operations Manager, State Education Teams, Facilitators and Speakers, Finance Team
• Budget responsibility: Petty cash and office supply tracking

Key Relationships

• General Manager: Direct Manager, providing support, guidance, and line management.
• Administration Manager: Collaborative working as part of the administration team; primary contact for daily priorities and task direction.
• Head of Education: Collaborative relationship to provide ad-hoc administrative support for national education initiatives, programs, and resource distribution.
• Education Operations Manager: Strategic owner of the CRM; collaborate closely to align daily CRM administration, data hygiene, and workflow setup with overarching organisational and system strategy.
• State Education Teams: Regular interaction to coordinate school bookings, handle specific regional request details, and support local delivery needs.
• Facilitators and Speakers (TFH Community): Key operational contact; responsible for organising schedules, collecting compliance documentation, and providing logistical updates.
• Finance Team: Practical support with basic data entry, invoice filing, and basic receipting.
• Visitors and Landlord Staff: With the Administration Lead as the welcoming face of the shared office space, managing reception duties, and building positive local relationships.

Key Responsibilities

Program Booking Coordination

• Administer the daily, end-to-end booking process for TFH school programs, gathering essential logistics from schools, maintaining database updates, and issuing confirmations.
• Collate all necessary pre-program documentation, school guidelines, and student permissions from schools, and assist with post-program data entry and evaluation surveys.
• Systematically track expressions of interest from schools and ensure no incoming leads or program queries are dropped or delayed.
• Support the Administration Lead in identifying and testing opportunities to improve booking workflows.

Facilitator Coordination & Onboarding

• Schedule presenters and facilitators to deliver programs in schools based on curriculum needs, calendar availability, and regional demand.
• In collaboration with State Education Coordinators, administer the practical onboarding steps for new facilitators alongside the education team, including running reference checks, distributing compliance documentation, and verifying Working With Children Checks.
• Maintain up-to-date availability calendars for the casual facilitator pool, proactively flags scheduling gaps before peak program periods.

CRM & Data Management

• Serve as TFH’s internal CRM super-user and primary point of contact for staff queries, basic troubleshooting, and user guidance.
• Enter and maintain accurate records in the CRM as part of day-to-day booking, facilitator, and office administration tasks.
• Monitor, maintain, and audit system data to ensure ongoing data integrity, consistency, and record hygiene.
• Assist in creating basic user guides, setting up streamlined administrative workflows, and helping onboard team members to CRM processes.
• Collaborate with system owners and leadership to flag structural gaps, suggest configuration improvements, and test new operational features.
• Oversee internal IT support structures, serving as the escalation point for internal technical issues.

Office Management & Daily Operations

• Support office and workplace operations, ensuring physical and digital workspaces, meeting spaces, and facilities run smoothly and efficiently.
• Manage central communications and reception, including handling phone inquiries, triaging messages, coordinating mail/deliveries, and supporting visitor coordination.
• Coordinate meeting and event logistics, including room bookings, catering arrangements, platform setup, and basic IT/hardware troubleshooting support.
• Provide data entry and tracking support across basic office systems, including processing supplier data, filing receipts, and updating organisational contact logs.
• Coordinate travel, accommodation, and meeting logistics for staff, leadership, and external events as directed, ensuring adherence to budget guidelines.
• Support the planning, booking, and operational coordination for external organisation events, training days, and team away days.

Reconciliation Action Plan

• Contribute to TFH’s Reconciliation Action Plan through activities relevant to their role, including building relationships with First Nations communities and organisations and ensuring programs are culturally safe and responsive.

About You

You are an energetic, organised, and collaborative administrative professional who loves keeping things running on time and helping others. You take pride in maintaining an organised workspace and enjoy being the primary, helpful point of contact for a diverse team.

You bring:

• Demonstrated experience in an administrative support, office management, reception, or booking coordination role.
• Strong organisational skills with a proven capability to track multiple moving parts, schedules, and deadlines.
• Excellent written and verbal communication skills, with a warm and professional customer-service approach.
• Practical experience using CRM or database systems to enter records, update contacts, or manage schedules.
• Strong proficiency as an advanced user/super-user of CRM or database systems, with confidence in managing data quality, setting up workflows, and guiding team members through basic system queries.
• Meticulous attention to detail, particularly regarding record-keeping, filing systems, and data accuracy.
• Competency in standard digital office applications, with familiarity or a willingness to learn platforms like Xero.
• Experience working in or with schools or education is an advantage.
• Deep commitment to TFH’s mission of building understanding across cultural and religious differences.

How to apply

Please apply by Friday 4th September 2026 with:

• A cover letter that:
• Outlines your experience and skills in relation to the key responsibilities and “About You” criteria above.
• Describes how your values and lived experience align with Together for Humanity’s mission and values.
• Your current CV/resume.

Applications without a tailored cover letter will not be accepted.

If you have any questions about this opportunity, please contact admin@togetherforhumanity.org.au. Your query will be directed to the relevant contact.

Reasonable adjustments are available throughout the recruitment process. If you require any adjustments to apply or to participate in interviews, please contact us, and we will work with you to make this possible.