Executive Officer

About TAFE Queensland

TAFE Queensland is proud to be the largest and most experienced Vocational Education and Training provider in the State. For more than 140 years, TAFE Queensland has delivered practical and industry-relevant training to provide students with the skills and experience they need to build lifelong careers. TAFE Queensland been named the Large Training Provider of the Year at the prestigious 2023 Australian Training Awards. Our training is delivered to students and apprentices on-site, online, in the workplace, or on-campus to give people the skills they need to enrich their communities, support their industries, and strengthen their local economies. 

By working at TAFE Queensland, you can be part of a highly experienced workforce closely connected with their industries and dedicated to delivering best practices and innovative training.

Your Opportunity

As the Executive Officer you will:

• Provide quality, confidential, executive and secretarial services to the General Manager and as required for member(s) of the regional Executive Management Team.

This position reports to the General Manager and the Regional Executive Management Team.

This is a Temporary full time opportunity, to 28 March, 2025 unless otherwise determined.

The position will be based primarily at Ashmore however you may be required to perform work at other TAFE Queensland campuses.  

Key Responsibilities

• Provide high level and confidential business, administrative and executive support services to the General Manager and the Regional Senior Executive Management Team in relation to administrative, human resource, financial, governance, policy and operational matters.
• Assess and action correspondence (via email, mail or telephone) in relation to a wide range of topics, resolving immediate problems, composing responses, monitoring urgent matters, initiating actions and referring complex issues to the appropriate area for response.
• Prioritising tasks and managing time commitments to effectively and efficiently meet objectives for and on behalf of General Manager and Senior Executive Management Team.  
• Coordination of all relevant management committees and sub-committees on behalf of the General Manager and regional Senior Executive Management Team, including coordination and preparation of meeting papers, minutes and reports. 
• Support the regions’ strategic and operational  reporting processes, including quarterly review process, TQ monthly reporting and the coordination of Estimates and correspondence across the region, ensuring adherence to relevant delegations and timeframes. 
• Manage the flow of correspondence and other documentation through an effective management/bring up system.
• Research background information and prepare briefing notes, minutes for meetings, conferences, TAFE Queensland Gold Coast management committee, TAFE Queensland requests and general regional management issues. Assist in the management and timely preparation of ministerial and other sensitive correspondence and advise managers regarding the protocols to be followed.
• Adoption and implementation of standardised TQ executive business practices to enhance outcomes for the Senior Executive Management Team
• Create, manage and liaise with TAFE Queensland International to successfully deliver study tours for international tour groups and agents across multiple campuses driving the TAFE Queensland business and brand.  
• Manage all aspects of event logistics to ensure successful delivery of major programs, workshops and events. 
• Organise domestic and international travel itineraries including the arrangement of air travel, accommodation and associated acquittal and budgetary requirements.
• Liaise with senior officers and maintain effective communication channels with key internal and external clients, industry groups and related stakeholders.
• Develop, implement and review systems, procedures, policies, work instructions and forms, improving work processes and encouraging initiative and innovation.
• Undertake research and development on matters relating to business functions.
• Ensure day to day activities align with business operations. Contribute to improvement of business processes and practices.
• Contribute to the culture of the organisation through modelling of appropriate behaviours, including the ability to display exemplary standards of integrity, innovation, ethics and consistency. Actively promote best practice regarding health, safety, wellness and sustainability.

How you will be assessed

The ideal applicant will be someone who has the following key capabilities:

1. Demonstrated experience in the provision of executive and business support services, including personal qualities of tact and diplomacy and a strong record of maintaining discretion and confidentiality.
2. Extensive experience in an administrative environment, with the capacity to develop and maintain systems and processes and to deliver efficient and effective administrative services.
3. Proven ability to organise and achieve quality work outcomes, meet deadlines and function autonomously in an environment of competing deadlines and conflicting demands.
4. High level or oral and written communication skills, including the ability to liaise on behalf of executives and develop responses, reports and submissions.
5. Displays the initiative, attitude and ability to thrive within a dynamic, challenging and changing environment.

How to apply

If you’re interested in this role, click the ‘Apply’ button to submit your application via the TAFE Queensland Recruitment Portal.  When submitting your application, please ensure you provide the following:

• A detailed resume; 
• A cover letter that outlines your known skills, abilities, knowledge and experience in response to the “How you will be assessed” criteria above (maximum of 2 pages in total); and
• The contact details for two referees (one of whom is your current supervisor)

Closing date: Monday 01 April, 2024

Job Reference Number: TQ2024-336

For further information, please contact:

Karen Dickinson, General Manager

***************@tafeqld.edu.au