Business Support Coordinator (12-Months Contract)

Build the future with QTC

Join an organisation that has been recognised as ‘one of Australia’s best places to work’, winning multiple Employer of Choice awards in recent years for professional development, employee benefits and culture.

QTC is the central financing authority for the Queensland Government and provides financial resources and services for the State. We manage the State’s funding program in the global capital markets to deliver sustainable and cost-effective borrowings for the Queensland Government, local governments, and other related entities (our clients). 

With a statutory role to advance the financial interests and development of the State, we help to deliver innovative, long-term solutions that contribute to the growth of Queensland’s economy. We protect Queensland’s financial interests and deliver better financial outcomes by centralising the management of our clients’ borrowings, cash investments, and foreign exchange.

Purpose of the Role

Are you a proactive and detail-oriented professional? Do you thrive in a fast-paced environment? QTC is seeking a Business Support Coordinator to join our dynamic team. As part of the Business Services Division, you’ll play a crucial role in ensuring the efficient functioning of QTC.

Under the guidance of QTC’s Executive Assistant team members, the Analyst, Business Support will: 

• Perform key accountabilities to provide high-level administrative support to the Business Services Division, QTC, and where required to other divisions. 
• Work collaboratively with other Executive Assistants and Business Support team members across QTC to provide coordinated support to ensure the seamless and smooth operation of QTC at all times.

Responsibilities & Accountabilities

Providing exceptional Business Support services, including:

• Providing professional, confidential, and discreet Business Support services, delivering high-level customer experience to all internal and external stakeholders, with primary support provided to the Business Services division.
• Supporting EAs and other Business Support team members to ensure the smooth operation of QTC divisions and senior leadership stakeholders.
• Supporting coordination of meetings and forums (i.e., stand ups, meetings, steering committees, project teams etc.)  including liaising with stakeholders (including internal and external other EAs/Business Support team members) to determine meeting date/time, sending meeting invitations, managing room bookings, arranging catering, preparing and issuing agendas, preparing, collating and distributing meeting papers/briefing notes as required, coordinating IT support, minute taking, on-the-ground support including facilitating on time attendance of  meeting guests, tracking of meeting deliverables/action points and any follow up activities.
• As delegated by the EA to the Chief Operating Officer and Managing Director – Business Services, assisting with coordination of divisional operational and strategic delivery schedule i.e., monitoring key dates for deliverables, submissions and events. This may include coordinating papers for Board and other committee/forum/steering committee in adherence with stipulated timeframes, keeping stakeholders abreast of other reporting requirements, project milestones and relevant timeframes.
• Making travel arrangements i.e., transport and accommodation bookings, transfers, managing changes as required, creating/updating/distributing itineraries, venue bookings etc.
• Assisting to manage corporate expenses, including raising purchase orders, processing invoices and corporate credit card reconciliation.
• As required, preparing and formatting high quality information for internal and external distribution, including: letters, memos and reports; compiling data for reports; proofreading and editing content; professional formatting and layout of documents and presentations; and any other information preparation duties.
• Efficient and timely records management, including electronic and physical filing, and competent use of QTC’s document management system. Delivering any other administrative requirements as requested by the COO.
• Professionally answering phone calls, opening, sorting and distributing mail as required.
• Supporting delivery of divisional communications, in alignment with organisational key messages as per central comms channels (i.e., Leader Briefing Emails and CEO Updates).
• Proactively supporting management of divisional equipment requirements, including ordering stationery, hardware, office supplies and other equipment.
• Supporting with maintaining divisional records, including electronic and paper filing.
• Perform corporate reception duties when required including, answering phones, greeting visitors, meeting room support and guest access card management.

Supporting QTC events

Providing administrative assistance to enable the timely and seamless delivery of QTC events, including strategic initiatives, projects and employee engagement opportunities, including:

• Assisting with project planning activities i.e., scheduling, logistics, administration and coordination of initiatives and events including conferences, roadshows, townhalls and any other QTC events.
• Participating in cross-divisional/inter-agency planning meetings as required.
• Attending events as required, to coordinate and communicate with key stakeholders, manage/oversee logistics and provide on-the-ground support (including for technology, catering and other equipment requirements).

Competencies

Technical Competencies

• Exceptional organisational and administrative skills.
• High level oral and written communication skills with the ability to produce business correspondence.
• Strong knowledge of and experience with records management systems.
• Attention to detail with a high level of accuracy with the ability to proofread business artefacts and communications.
• Experienced minute taking capability.
• Strong event organisation and support skills.
• Capability to arrange appropriate travel and associated arrangements.

Behavioural Competencies

• Ability to be maintain the highest level of confidentiality while being discreet and respectful. 
• Results Focus –. Ability to work collaboratively to deliver a focused outcome for an internal or external client.
• Problem definition and solving – ability to undertake objective analysis and evaluation of a problem in order to reach a solution seeking advice where necessary. 
• Prioritisation and work management – ability to work autonomously and identify, order and allocate the most critical work.
• Written Communication – ability to communicate written and visual information clearly using plain-English and in a manner targeted to the audience.
• Stakeholder and relationship management – ability to act as a representative of the business division while building trust with internal stakeholders and external clients. 
• Living the values – is actively demonstrating the QTC values (Integrity, Accountability and Growth).  Behaving in a way that is inclusive and collaborative.

Qualifications

Desirable

• Tertiary or post-secondary level qualifications.

Experience

Essential

• 2 + years' previous experience in a similar Business Support role
• Previous experience in a complex, fast paced, corporate environment.
• Proven experience to liaise with a wide range of stakeholders, including CEOs, Boards, VIPs, dignitaries, government and private sector organisations
• Advanced experience with Microsoft office, particularly Outlook and Word. 

Why will QTC be the best work of your career?

Work

We do work that improves Queensland for generations. We are a leader in finance, creating meaningful solutions with profound outcomes. We set the standard in financial solutions. We address the challenges of today, with results for tomorrow. 

People

We are an inspired team of solution creators. We believe that curiosity is the ultimate problem solver. That the best teams are united by trust, not divided by ego. And that diversity sets us apart. 

Culture

We recognise that developing our people leads to their success, that energised teams create brighter outcomes and that with the freedom to challenge, we can strive for better together. 

Benefits 

We are dedicated to investing in your future. We understand that an energised mind is cultivated by time and investment, that developing future leaders requires commitment and that your best work starts with your best self. Benefit from a best-in-class professional development program, flexible work, leadership programs, study support, paid-parental leave, salary packaging and a corporate wellbeing program (including discounts for you and your family to a range of fitness facilities close to home or work).

‘Employer of Choice’ and Culture awards

QTC has been recognised as one of Australia’s best places to work, receiving the ‘Employer of Choice’ award from Human Resources Director (HRD) in 2023, 2022, 2021 and 2020. In 2019, QTC received a high-profile award from the world’s foremost culture and leadership experts—The Human Synergistics’s Culture Transformation Achievement Award—for the positive behaviour and attitude of its employees.