Deputy Admin Manager (Front of House)

Role overview

The Deputy Admin Manager (Front of House) is responsible for supporting the Head of Admin to deliver exceptional administrative support before and during the Jamboree. This includes managing participant enquiries, running the help desk, and assisting with onsite support to ensure a welcoming and smooth experience for all members of the Australian Contingent.

You’ll work closely with the wider Admin team and other CMT departments to ensure the Contingent’s systems and operations run efficiently, especially in high-pressure, time-sensitive environments.

Key responsibilities

• Support the operation of the Australian Contingent registration system

• Assist with running the Contingent Help Desk pre- and post-event, answering questions from participants and parents

• Set up and help manage the Australian Contingent display and headquarters at the Jamboree site

• Act as a friendly and knowledgeable point of contact onsite for Contingent members

• Work with the Communications team to coordinate and manage passport information uploads

• Assist with managing participant passports during the event, including sorting into travel groupings

• Work alongside the Finance and Risk teams to identify and mitigate admin-related risks

• Support logistics for pre-event activities such as Meet Camps and O-Days

• Upload participant data to the Jamboree Organising Committee system by the deadline

• Attend Admin Team and CMT-wide meetings and contribute to team planning and delivery

• Complete any other reasonable tasks requested by the Head of Admin or Contingent leadership

Who we’re looking for

We’re seeking someone who is reliable, efficient, and passionate about supporting young people through great systems and communication. This is a hands-on role ideal for someone who thrives on order, problem-solving, and people-focused service.

You’ll be someone who:

• Has strong attention to detail and is highly organised

• Is confident managing data, documentation, and digital systems

• Communicates clearly and professionally, both in writing and in person

• Is comfortable juggling multiple priorities and tight deadlines

• Is a collaborative team player who enjoys working with others

• Is passionate about creating smooth and welcoming experiences for others

• Is calm under pressure and enjoys solving problems

You must:

• Be a current member of Scouts Australia and maintain this throughout your appointment

• Hold a valid Working with Children or Vulnerable Persons Check and National Police Check

• Complete all required Scouts Australia training modules for your role

• Uphold Scouts Australia’s Code of Conduct and Code of Ethics, and contribute positively to our team culture

Desirable experience

• Previous experience supporting or attending international Scouting events

• Experience with administrative support, registration systems, or event help desks

• Strong computer literacy, particularly with Microsoft 365 and complex spreadsheets

• Familiarity with data management, privacy, and document control

• Understanding of risk and budget considerations in an admin context

How to apply

To apply, please email alyse.day@scouts.com.au with your expression of interest. Be sure to include your Scouting experience, relevant skills, and why you’re interested in the role.

If you have any examples of past experience (e.g. in admin, events, or logistics) or supporting materials, feel free to include them too.