Administration Coordinator

About Ruah

Ruah is a leading values-driven employer in Western Australia’s community services sector. Our staff go boldly, not just supporting people in need, but working to end homelessness, end domestic violence and create opportunities for people struggling with poverty and mental health challenges.

Our professional team of operational and corporate services staff is backed by one of WA’s biggest Peer support workforces. Our staff reflect our commitment to diversity and inclusion, where difference is valued, celebrated and embraced.

By choosing to work with us, you are helping transform the lives of vulnerable and disadvantaged people in our community.

About the Role

We are seeking an organised and proactive Administration Coordinator to support the delivery of our Luminos service within Mental Health & Wellness.

This newly created role provides vital administrative support to the Team Lead and broader service team, helping ensure the smooth day-to-day operation of the program. Working closely with staff and volunteers, you will play a key role in volunteer coordination, reporting, data management and maintaining effective administrative systems that support quality outcomes for young people accessing the service.

As a newly created position, this is an exciting opportunity to help shape administrative processes and contribute to the ongoing success of the Luminos service.

This is a full-time permanent position based at our Northbridge office, working Monday to Friday, 9:00am to 5:00pm.

Key Responsibilities

• Coordinate volunteer rosters and manage changes in availability, cancellations and replacements
• Maintain accurate volunteer records, attendance data and administrative documentation
• Provide administrative support to the Team Lead and wider Luminos team, including scheduling, correspondence and document management
• Ensure data entry and information systems are maintained accurately and up to date
• Assist with funding, performance and program reporting requirements
• Collate and maintain records relating to volunteer participation, service activity and program outcomes
• Support audits, quality assurance activities and compliance reporting requirements
• Build positive working relationships with staff, volunteers and external stakeholders
• Contribute to continuous improvement initiatives across administration, reporting and coordination processes
• Support the smooth day-to-day operation of the Luminos service, enabling frontline teams to deliver quality support to young people

What We're Looking For

To be successful in this role, you will have:

• At least three (3) years' experience in a similar role providing administrative support to a small team
• Well-developed organisational skills, including the ability to manage competing priorities and meet deadlines
• Advanced Microsoft Office skills and experience working with client management systems.
• The ability to work autonomously with minimal supervision
• Excellent communication and interpersonal skills, with the ability to engage effectively with colleagues, volunteers, stakeholders and clients
• Demonstrated ability to work professionally and sensitively with issues including mental health concerns, suicidal ideation, self-harm, and alcohol and other drug use
• Experience interpreting funding requirements and supporting reporting obligations
• Demonstrated ability to identify opportunities for continuous improvement
• Demonstrated knowledge and understanding of diversity and social inclusion, including Aboriginal culture and culturally safe practice

Desirable

• Experience coordinating volunteers and volunteer rosters
• Experience working within community services, mental health, youth services or the not-for-profit sector
• Experience supporting audits, compliance activities and quality assurance processes
• Understanding of government-funded programs and reporting requirements

What We Offer

• Salary aligned with the Ruah Enterprise Agreement and SCHADS Award Level 4, commencing at $92,575 per annum + superannuation
• 5 weeks annual leave plus 17.5% annual leave loading (for award-based staff)
• 16 weeks paid parental leave, with flexibility to take at 32 weeks half-pay
• Free, independent and confidential access to our Employee Assistance Program for you and your family
• Free Ruah-paid Journey Cover (insurance while travelling to and from work)
• Generous salary packaging benefits, including:
• Up to $15,900 in core salary packaging
• An additional $2,650 in meal entertainment packaging
• Additional packaging options for travel, accommodation, parking fees, education expenses and more
• Opportunities to be involved in the Ruah community through working groups, Pride events, reconciliation initiatives, cultural celebrations and much more

Required Compliance Documents

• Current WA Working with Children Check
• National Police Clearance
• International Criminal Check (if applicable)
• Current First Aid Certificate

How to Apply

We'd love to hear from you!

Please click Apply, create your LiveHire profile, and submit your current resume together with a cover letter of no more than two pages outlining your suitability for the role.

Applications close: 29 September 2026.

Please note: Ruah reserves the right to close this advertisement prior to the advertised closing date.

For Further Information

Clayton Pearson - Service Lead, Mental Health & Wellness via email clayton.pearson@ruah.org.au

or

Lisa Vandervoort - Team Lead, Luminos, Mental Health & Wellness via email lisa.vandervoort@ruah.org.au

We are building a workplace where difference is embraced and encouraged - and to do this, we need people on our team who are representative of the clients we work with, who are passionate about change and courageous enough to stand up for what is right.  Everyone is welcome. Everyone belongs. 

We are committed to protecting children and young people from harm. All applicants will undergo an extensive screening process prior to appointment.