We are hiring Feb 2023Applications are now open for the position of Administration and Participant Coordinator at the Ballarat East Neighbourhood House.

The Position Description is available below or can be downloaded:

Administration and Participant Coordinator at the Ballarat East Neighbourhood House (PDF)

Application Process

Please prepare your application, addressing the Key Selection Criteria, and email it with a cover letter and your resume to our Manager, Sarah at This email address is being protected from spambots. You need JavaScript enabled to view it. before 9.00 am on Wednesday 1 March 2023.

Applications should include:

  1. Cover Letter
  2. Resume
  3. Response to Key Selection Criteria

If you have any questions, please contact Sarah on 0428 775 945 or by email (above).

Interviews for short-listed applicants will be held on Tuesday 7 March at Barkly Square, Ballarat East between 9.00 am and 4.00 pm with the view to employment beginning as soon as possible.

Position Description: Administration and Participant Coordinator

Reports to: Manager

Supervises: Volunteers and Placement Students

Location: Ballarat East Neighbourhood House, Barkly Square, Ballarat East

Employee Type: Fixed-term, Part-time: Flexible hours by negotiation: 12-16 hours/week. Subject to a 3-month probationary period, review and funding.

Classification Level: NHACE Collective Agreement: Schedule 3B Neighbourhood House Employees

Annual Leave: 4 weeks per annum pro-rata

Last updated: 9 February 2023

About Us

The Ballarat East Neighbourhood House is managed by an elected volunteer Committee of Management.

We receive ongoing funding from the Victorian State Government through the Department of Families, Fairness and Housing under the Neighbourhood House Coordination Program. We also receive funding through specific project grants from the City of Ballarat and other funding agencies.

We are members of the Central Highlands Association of Neighbourhood Houses Network and Neighbourhood Houses Victoria.

Why are we here?

Ballarat East Neighbourhood House Incorporated is a public institution which has the charitable purpose of advancing social and public welfare by;

  • Advancing mental health and preventing social isolation;
  • Providing a physical location where it supports individuals to undertake activities, or work on projects, in the company of others.

How do we do this?

The Ballarat East Neighbourhood House Incorporated (BENH) is a community-managed, not-for-profit charity. We work within a community development framework, encouraging change and growth to improve the social, environmental and cultural infrastructures within the local community and for individuals. 

In everything we do, we look to create community connections, advance mental health outcomes and prevent social isolation of people living and working in the broader Ballarat East area. We provide: 

  • Opportunities for social connection through a range of regular, low-cost activities and groups;
  • Various volunteering roles which offer personal and skill development in addition to opportunities to be in the company of others;
  • Leadership opportunities to engage with community development projects;
  • Adult education and training opportunities.

Ballarat East Neighbourhood House strongly supports Equal Opportunity and Access to Services and requires all staff working from our sites to be sensitive and inclusive of individual needs including but not limited to cultural, religious and gender orientation.

Children and the Ballarat East Neighbourhood House

The Ballarat East Neighbourhood House is committed to empowering children as vital and active members of our community and our organisation. We involve them when making decisions about matters which affect them. We are committed to children’s safety and our legal and moral obligations to act in their best interest. All team members are required to adhere to our Child Safe Policies, which are available online. 

What is your purpose?

Your role is a fixed-term part-time employee position working as the Administration and Participant Coordinator. You are required to provide day-to-day administration support to the Ballarat East Neighbourhood House team, participants, potential participants and activity contractors in order to ensure effective and efficient running of our programs.

How do you achieve this? (Key Responsibilities) 

Support the organisation through tasks including:


  • Welcoming people to the House and answering questions from people who drop in. Encouraging and engaging all community members to participate in our activities and group programs.
  • Answering the reception phone and emails in a timely and accurate manner. Making appointments for people where required.
  • Creating, updating and filing online and paper forms for registration of participants and volunteers. Managing a waiting list of participants for future and full classes.
  • Entering participant and volunteer data into our online participant coordination system and using it to create participant/volunteer lists and reports.
  • Maintain privacy and confidentiality with all personal information at all times, including databases of contact details, WWC and police checks.


  • Ensure a record is kept of compliance requirements for new volunteers and placement students including Police Checks, Working with Children Checks and all other necessary requirements specific to their duties.


  • Collect, record and balance daily cash payments, count and process bank deposits in conjunction with the Manager, Treasurer and Bookkeeper.
  • Helping people to apply for their Power Saving Bonus online and No Interest Loans in partnership with Neighbourhood Houses Victoria.


  • Supporting the Manager with promotion of activities through Social Media, e-news and editing the website.
  • Using Canva or similar programs to create posters/marketing information.


  • Booking meeting spaces and organising catering.
  • Managing the mail.
  • Managing the Ballarat East Neighbourhood House Community Room to ensure it is clean and tidy in preparation for each group.
  • Along with other members of staff, carry out House support duties, including general tidiness and maintenance of House appearance, updating of noticeboards and brochures, monitoring office supplies, cleaning up and reporting of spillages, reporting and monitoring of any OH&S issues in the House spaces to the Manager.
  • Managing placement students and volunteers to assist with these tasks where appropriate.

Such other duties as directed from time to time as reasonably required in the best interests of the House, even if inconsistent with the nature of the above-mentioned duties.

What does success look like? (Key Performance Indicators)

  • All decisions, communication and interactions are in alignment with the House’s Code of Conduct, Code of Ethics and values.
  • Volunteers, visitors, participants and stakeholders are welcomed and treated with respect at all times.
  • Duties are completed in a timely and accurate way. Established office procedures are followed and recommendations made to the Manager for continual improvement.
  • A supportive and positive working environment is promoted, in which team relationships can function effectively.
  • Effectively communication with co-workers at all times and being a trusted team member.
  • Participation in opportunities for information-sharing between staff and on-the-job training.

Key Selection Criteria


  1. A genuine commitment to working in the community sector and, in particular, a Neighbourhood House.
  2. Excellent interpersonal and communication skills, both written and verbal. Demonstrated ability, commitment, enthusiasm and attitude to the provision of high-level customer service to all internal and external clients.
  3. Ability to use tact and diplomacy, and capacity to maintain confidentiality and privacy.
  4. Ability to represent and advocate for the Ballarat East Neighbourhood House and our community in a professional manner.
  5. Proven administrative and organisational skills, including ability to balance priorities and meet deadlines.
  6. Attention to detail and proven skills in record-keeping and/or data management. Excellent computer skills, including highly developed word processing skills and ability to use the Microsoft Office programs preferably MS Word, Excel and Outlook.
  7. Basic understanding of Occupational Health & Safety.
  8. Willingness to learn new skills and work in a supportive team-orientated environment.


  • National Police Check (to be processed by the Ballarat East Neighbourhood House prior to offer of employment)
  • Workplace Referees
  • Working with Children’s Check (Employee)
  • Pre-existing Injury Declaration