Address Northern Territory Government
JOB DESCRIPTION
Job Title Assistant Company Secretary
Classification PWC Band 4 Admin Corporate Services FT Position No. 5303
Job Type Full time Duration Ongoing
Business Unit Safety, People and Governance Location Darwin
Reports to Deputy CEO and Company Secretary Reports to P/No. 13304
Inclusion and Power and Water values diversity. Power and Water encourages people from all diversity groups to apply for vacancies
diversity and Special and accommodates people with disability by making reasonable workplace adjustments. If you require an adjustment
Measures for the recruitment process or job, please discuss this with the contact officer.
recruitment plans
Information for Applications must include a one-page summary about you, a detailed resume and copies of all relevant tertiary
Applicants qualifications listed in your application.
Information about If you accept this position, a detailed summary of your merit (including work history, experience, qualifications, skills,
Selected Applicant’s information from referees, etc.) will be provided to other applicants, to ensure transparency and better understanding
Merit of the reasons for decision. For further information: click here
PRIMARY OBJECTIVE
To support Power and Water’s Board, directors and senior management by providing high quality, timely and effective company secretariat and
governance advice and services.
KEY RESPONSIBILITIES
The “WHAT” to be delivered
Company secretariat support
Manage the Board’s schedule of meetings, site visits and other events, including adjusting dates/times as required, booking all travel and
accommodation requirements for directors, preparing relevant communications and updates to stakeholders, meeting room set up and
catering arrangements.
Maintain register of directors’ declared interests and provide reports to each Board and committee meeting.
Support and manage communication between Power and Water’s directors, employees and external stakeholders to maintain strong and
effective relationships
Co-ordinate Board and committee meetings and liaise with Board and committee chairs and senior management to ensure clear agendas.
Manage and coordinate the effective flow of information within Power and Water and the Board, including drafting, reviewing and providing
best practice guidance on content to executive and senior management in relation to supporting papers, reports and submissions intended
for Board and committee meetings, including reviewing documents submitted from a quality perspective and liaising with executive sponsors
to finalise papers to be submitted.
Collate and issue agenda packs to directors and providing extracts to relevant members of management.
Attend and participate in Board and committee meetings and related functions, including drafting minutes of meetings for review by the
Deputy CEO and Company Secretary.
Provide high level executive administrative support to the Deputy CEO and Company Secretary
Facilitate the annual Board, committee and director performance assessment, including collating results and preparing a report/summary for
consideration by the Board.
Support in maintaining the Board portal (Diligent) and the publication of papers and other documents.
Manage conflicting priorities and maintaining exceptional organisational management.
Develop and maintain the Company Secretariat intranet site.
Draft Board submissions on behalf of the Company Secretary.
Manage confidential and privileged information and documentation.
Maintain key registers (resolutions, action items) and prepare reports and other communications to the Board and senior management.
Maintain statistics (meetings, attendance, etc) and prepare reports and other summaries for the Board and senior management.
Build and maintain strong and positive relationships with appropriate internal and external stakeholders
Maintain the currency of relevant policies, monitoring changes in relevant legislation and the regulatory environment
Providing ad hoc support to projects as required
Apply emotional intelligence by facilitating situations for a positive outcome
LAST UPDATED: March 2024 EMPLOYEE SIGNATURE: __________________________ DATE: ____________
AT POWER AND WATER:
Job Description Northern Territory Government
Corporate governance
Liaise with representatives of the Auditor-General and management to ensure that Board/committee documents and information required
for Power and Water’s annual audit are provided.
Maintain a current knowledge base of external corporate governance requirements, trends and key matters of interest for Boards
Deliver information sessions as necessary to the business in order to build awareness of all key corporate governance issues
Provide ad-hoc research and the provision of advice/options to members of the Board and Power and Water’s leadership team as required
(including on matters relating to directors’ duties and responsibilities, the operation of key statutory requirements, and corporate governance
principles).
Ensure compliance with statutory and reporting obligations, manage Company Secretary compliance and obligations attestations.
Assist the Deputy CEO and Company Secretary with corporate governance and compliance requirements, including updating and maintaining
policies and documentation.
Reviewing, drafting and amending Constitutions and Board and committee charters as required
Maintaining company secretariat and statutory records in an accurate and efficient manner
Secretariat projects
Initiate daily touch base meeting whether in person or virtually to confirm the weeks priorities, clarify assignments, and resolve open issues
Help increase Company Secretary’s productivity by 20% by taking on assignments and projects
COMPETENCY PROFILE
“HOW” to do it (Manager of Team profile - refer to Power and Water’s Behavioural Competency Guide)
Builds effective teams Building strong-identity teams that apply their diverse skills and perspectives to achieve common goals.
Courage Stepping up to address difficult issues, saying what needs to be said
Cultivates innovation Creating new and better ways for the organisation to be successful.
Customer focus Building strong customer relationships and delivering customer-centric solutions
Directs work Providing direction, delegating, and removing obstacles to get work done.
Interpersonal acumen Relating openly and comfortably with diverse groups of people
Plans and aligns Planning and prioritising work to meet commitments aligned with organisational goals.
Resourcefulness Securing and deploying resources effectively and efficiently.
MANAGEMENT RESPONSIBILITIES
No. of direct reports Nil No. of indirect reports Nil
Key interactions: External Stakeholders (as per Single Point of Accountability Standard), Board, Executive Leadership Team, Senior
Leader Group, All Employees, External Customers
COMPLIANCE
We expect you to:
Actively align, support and promote Power and Water’s Values and support building a constructive workplace culture that celebrates
achievement through its people
Carry out duties in accordance with Power and Water’s Safety and Environmental policies and procedures, working towards our goal of Zero
Harm
Ensure all activities undertaken as a Power and Water employee comply with Power and Water’s Code of Conduct , Management Standards and
Procedures, relevant Acts, legal demands and that you manage all of your activities and responsibilities within the Power and Water risk
management framework
Pass a job-specific pre-employment medical (if applicable)
AT POWER AND WATER:
Job Description Northern Territory Government
SELECTION CRITERIA
Qualification and skills Experience
Essential • Strong organisation and coordination skills with the • High ethical standards, integrity and possess a reliable
ability to multi-task and to meet strict deadlines, and conscientious approach to all working
including managing expectations/timelines and relationships, including being able to maintain strict
influence key stakeholders at executive and senior confidentiality when required
levels. • Demonstrated substantial experience as an assistant
Excellent administration skills. Company Secretary or board administrator with
Exceptional attention to accuracy and detail. proven experience managing the work flow of
Excellent interpersonal skills including the ability to information between company and the board.
develop effective working relationships with a range • Significant experience and demonstrable competency
of people and the ability to resolve complex issues. in using the Diligent or similar board portal software.
Knowledge of Corporations legislation and other • Extensive experience in the preparation of calendars,
corporate governance requirements, and how they notices, agendas, travel and accommodation
impact a company’s day to day administration and arrangements, meeting room set up and catering
governance. arrangements.
Ability to remain calm and approachable – especially • Proven experience in maintaining company secretariat
in high pressure situations. and statutory records in an accurate and effective
Ability to exercise discretion and tact when discussing manner.
confidential/sensitive Board matters. • Confidence in decision making, with the ability to
Skilled communicator who confidently conveys work both autonomously with minimal supervision
information in both verbal and written and as a member of a team.
communications and can communicate complex • Demonstrable experience drafting board submissions
business and governance related issues for a range of and reports.
audiences including experienced directors, executives • Demonstrable experience creating board-related
and government officials. templates to aid business users to create fit for
High level of skill in use of each of MS Word, Excel, purpose board submissions and reports.
PowerPoint, and Adobe Acrobat Professional.
Desirable • A tertiary qualification preferably in law, business or • Experience in corporate law (private practice or in-
corporate administration. house).
5+ years demonstrated administrative support
experience
FURTHER INFORMATION
1. Contact John Pease on 0412 067 127 for further information about the position
2. Information about Power and Water Corporation may be viewed at powerwater.com.au
3. The total remuneration package amounts published for this position include base salary, superannuation and annual leave loading and the
value of an extra week’s annual leave.
Apply Online: https://jobs.nt.gov.au/Home/JobDetails?rtfId=292525 Approved March 2024
Vacancy Closes: 09/04/2024 John Pease Deputy Chief Executive Officer
AT POWER AND WATER:
