Volunteer with PHILAS

We exist to keep stamp collecting active, connected, and thriving — in NSW, across Australia, and around the world.
If you also believe in sharing the joy of collecting, preserving history, and building community, we’d love to have you on board.

There are many ways to get involved — whether you have time, skills, or ideas to share.

Philas Auctions - Volunteer Opportunities

At PHILAS, auctions are a key part of our operations, helping raise the funds necessary to support our activities and the hobby we all love. Volunteers play a crucial role in ensuring these events run smoothly, contributing to the continued success of the Philatelic Association of NSW.

How You Can Contribute:

Before the Auction:

  • Break down consignments and identify valuable items
  • Write descriptions and create the auction catalogue
  • Scan and edit images of stamps
  • Maintain mailing lists and relevant documents
  • Print and mail the catalogues
  • Supervise prospective bidders while they inspect lots
  • Record and reconcile absentee bids

During the Auction:

  • Set up the venue, including tables, chairs, and equipment
  • Register bidders and assign identification numbers
  • Record the ID numbers of winning bidders and their bid amounts
  • Invoice successful bidders
  • Accept payment from successful bidders
  • Distribute lots to winning bidders

After the auction

  • Match lots to absentee bidders
  • Prepare invoices and calculate extra costs (e.g. buyer’s premium, postage)
  • Mail (by post or email) invoices to successful bidders
  • Prepare and pack lots for despatch to successful bidders.

What Skills do I Need?

Basic knowledge of Microsoft Word and Excel, or experience with Photoshop Elements and scanning, will be helpful. Don’t worry if you’re not familiar with all of these tasks - our experienced volunteers are happy to guide you and share their knowledge to enhance your enjoyment of the hobby.

General Office Tasks

Volunteering in the PHILAS office helps ensure the smooth running of our philatelic activities. Volunteers support the administration of stamp collecting events and other activities through various office tasks, such as:

  • Responding to enquiries in person, by phone, or by email
  • Assisting stamp collectors and estate managers interested in selling or donating philatelic material
  • Managing office supplies and ordering stationery as needed
  • Scanning documents into our electronic records system
  • Filing paperwork accurately to maintain clear records
  • Helping with photocopying and printing for events and administration

Club Open Days

Club Open Days at PHILAS are a great opportunity to volunteer at in-person stamp collecting events. Volunteers help with:

  • Receive auction lots from vendors and prepare them for display
  • Setting up the venue for philatelic clubs and stamp dealers, and packing down afterwards
  • Arranging and maintaining philatelic display frames
  • Assisting the auctioneer with handing out lots to winning bidders
  • Helping collect payments from successful bidders during the auction

    Catering Support for Events

    PHILAS relies on volunteers to help with catering at auctions and Club Open Days. We provide morning tea and lunch for our volunteers, and sell snacks and drinks to bidders, vendors, and visitors. If you enjoy preparing food and helping behind the scenes, you can support our events by shopping for supplies and laying out meals and refreshments.

    Publicity

    Do you enjoy writing or have an interest in promoting events? We need volunteers to assist with the publicity and promotion of PHILAS activities. This could include writing articles, creating flyers, and distributing information to our social media manager and website coordinator. Help us raise awareness of upcoming events, auctions, and activities to grow our community and share the joy of stamp collecting.

    Library (Temporarily Closed)

    Are you passionate about research and organising information? While our library is temporarily closed until we move to a new premises, we’re still looking for volunteers to assist with future library tasks once we reopen. If you enjoy cataloguing new acquisitions, maintaining a publication database, and providing research assistance to collectors, this could be the perfect role for you.

    Repairs and Maintenance

    Are you a practical problem solver with a knack for fixing things? We need volunteers to assist with maintaining and repairing our facilities. Your tasks could include:

    • Identifying potential maintenance issues and real problems
    • Carrying out minor repairs to maintain the building and equipment
    • Recommending pre-emptive or remedial actions to prevent future issues
    • Identifying and coordinating with the right person or team for larger repair tasks

    Your help will ensure PHILAS runs smoothly and continues to serve the stamp collecting community.

    How to Apply - Volunteer with PHILAS Today

    Ready to make a difference in the philatelic community? If you’re interested in volunteering with PHILAS, complete the Volunteer Application Form and submit it by:

    • Mail:
      The Philatelic Association of NSW Inc.
      PO Box 6046, Silverwater NSW 2128
    • Email:
      office@philas.org.au
    • Phone:
      02 9264 8301

    Download the Volunteer Application Form here

    We look forward to welcoming you to the PHILAS team and working together to preserve and promote the fascinating world of stamp collecting!