Operations Coordinator (Identified)

About Ninti

Ninti One is an Indigenous, Supply Nation registered, not-for-profit organisation. Our vision is to build opportunities with Aboriginal and Torres Strait Islander peoples, through research, innovation and community engagement. We are very proud of our connection to and respect for traditional culture. Our name 'Ninti' means 'clever' in Pitjantjatjara, which reflects our desire to be a capacity builder and knowledge broker.

We deliver a range of professional services that work collaboratively with communities and clients to achieve positive social and economic development outcomes for Aboriginal and Torres Strait Islander peoples. Ninti draws on its long history of working with Aboriginal and Torres Strait Islander communities and has developed the capacity to translate learning from this experience to a range of development contexts.

About the National Best Practice Unit

The National Best Practice Unit Tackling Indigenous Smoking (NBPU TIS) supports tobacco grant recipients in their efforts to reduce the rates of smoking and vaping among the Indigenous population.

The Coordinator NBPU Operations role is to provide support and assistance to the national program and the TIS project team.

Key Responsibilities

Program Coordination and Support

• Assist with the coordination and delivery of activities under the Tackling Indigenous Smoking and Vaping program

• Provide day-to-day administrative support to ensure smooth delivery of program operations and initiatives

• Maintain accurate records of program activities, work plans, and progress updates

• Assist with the preparation of reports, presentations, and communication materials to support program delivery

• Support the implementation of program processes and ensure they align with organisational and funding requirements

Operational and Administrative Support

• Manage calendars, schedules, and correspondence for the Executive Program Lead

• Schedule and coordinate meetings, workshops, and events, including logistics, travel, and venue arrangements

• Undertake secretariat services to NBPU operational groups and working groups including prepare meeting agendas, take minutes, and track follow-up actions

• Maintain program calendars and assist in managing timelines and deliverables

• Process invoices, purchase orders, and expense claims in accordance with financial procedures

• Monitor and order program supplies, promotional materials, and equipment

• Manage program correspondence, including emails, letters, and reports

• Assist with the development and distribution of program communications, including newsletters, website content, and social media updates.

Stakeholder and Relationship Management

• Act as a central point of contact for program enquiries and correspondence.

• Support communication and coordination between internal NBPU TIS team members, consortium partners, regional TIS partners, and other organisations.

• Foster positive, respectful relationships that support culturally safe engagement with Aboriginal and Torres Strait Islander communities and stakeholders.

• Liaise with Ninti One support staff to ensure effective interactions between NBPU processes and Ninti One requirements.

• Contributing to a team culture that creates cooperation with end-users, partners, and across disciplines and cultures.

Reports and Evaluation

• Assist in collecting and compiling data and information from program partners and activities

• Maintain databases, calendars and records to support monitoring, evaluation, and reporting requirements

• Assist in preparing progress updates, briefings summaries, and reports to support program operations for internal and external stakeholders

• Establish and maintain logs of inquiries to NBPU and report as required

• Assist in developing NBPU annual activity plan and progress reports

• Undertake other NBPU administrative tasks and records management

Event and Workshop Planning

• Provide support to the Executive Program Lead and Program Officers to organise jurisdictional and national events.

Continuous Improvement

• Assist in maintaining program templates, tools, and resources to improve efficiency and consistency.

• Ensure administrative processes align with ethical, cultural, and organisational standards.

• Contribute to a positive, collaborative, and inclusive team environment.

Qualifications & Experience

• Experience in project management/coordination or ability to learn project management methodologies

• Experience in administration and or executive assistant role or similar

• Experience in event management/coordination (desirable)

• Knowledge of the impacts of smoking and vaping on Indigenous communities (desirable)

Skills & Abilities

• Ability to collaborate and engage with internal and external stakeholders

• Excellent organisational skills including time and task management

• Strong written and verbal communication skills

• Competent in the use of the Microsoft Office applications; word, excel, outlook etc

• Proven cross-cultural sensitivity and ability to work well with a diverse range of people.

Special Requirements

• To be eligible for employment with Ninti One applicants must be an Australian citizen

• Be a non-smoker and non-vaper - this position is funded by the Tackling Indigenous Smoking and Vaping Program (TIS)

• Maintain current National Police Check or willingness to obtain

• Maintain a current Working with Children or Vulnerable People Check (if required)

• Travel intra/interstate is required in this position

Ninti considers that being Aboriginal or a Torres Strait Islander is a genuine occupational requirement for this position under sub-s 35(1)(b)(ii) of the Anti-Discrimination Act 1996 (NT), sub-s 56(2) of the Equal Opportunity Act 1984 (SA)

The filling of this position is intended to constitute a special/equal opportunity measure under section 8(1) of the Racial Discrimination Act 1975 (Cth), and select appropriate jurisdiction/s from: s s 57 of the Anti-Discrimination Act 1996 (NT), s 65 of the Equal Opportunity Act 1984 (SA).

The position is therefore only open to Aboriginal or Torres Strait Islander applicants.

Applications Close: 2 November 2025