AddressWho we are
TasPorts is a state-owned company responsible for eleven Tasmanian ports and the Devonport Airport. We are a vertically integrated organisation, providing a diverse range of port and marine operations and services around Tasmania. Our vision is to proudly connect people, products and solutions for the benefit of all Tasmanians.
With 99% of the State’s freight moving through our multi-port system, TasPorts’ facilitates vital trade to enable industry partners and communities while ensuring the highest environmental and safety standards.
The role
We are looking for an enthusiastic and motivated self-starter to provide efficient and high-level administrative support to the TasPorts Marine Operations department to enable the provision of strategic advice, communications management, and strategy implementation, thus supporting the achievement of the departments strategic and operational objectives. Reporting to the General Manager Marine, and working closely with other Marine Senior Leadership members, you are required to possess the skills and abilities to meet defined work standards and deadlines and demonstrate the ability to work effectively and cohesively with others.
Working under minimal supervision, you will be required to manage your time effectively, adhere to competing demands and priorities, and successfully plan and organise workflow; both your own and assist with others, in that capacity, within the Marine team. Additionally, this role is pivotal in ensuring the ongoing success of established continuous improvement program for the Marine Department.
This is a full-time, 2-year contracted position.
Key Responsibilities include:
- Ensure the development and maintenance of Marine related Governance documents, guaranteeing consistency in associated document control requirements. Management to be in line with all regulatory requirements.
- Ensure the development and maintenance of the Marine Manual, guaranteeing consistency in associated document control requirements.
- Assist in the preparation of statutory and MAST audit requirements.
- Coordinate and control the recording of all correspondence and maintain a filing system and Records Management system.
- Assist with Towage and Marine Operations Payroll in the absence of the Manager Towage.
- Ensure the provision of a high standard administrative support function to the General Manager Marine including diary management, event management and associated activities, coordination, and control of meetings, drafting of agendas, and distribution of minutes including during incident management response.
- Responsible for the provision of administrative support to Marine Senior Leaders and staff, including providing advice on administrative standards and procedures, arranging travel and accommodation, preparation of itineraries, receipt of invoices, raising of purchase orders and other accounts related functions.
- Process corporate card receipts and business expense claims for Marine management team.
- Oversee the Marine new employee onboarding requirements.
- Through Beacon and other source systems, provide data collation and reporting support for ongoing management of the Marine Safety Performance Centre (visual management board).
- Assist in the development of performance metrics and reporting relevant to Marine Department operational and financial performance and risks.
- Promote the implementation of the TasPorts Culture Values, TasPorts Operating Model and Health and Safety Systems.
- Recognise individual responsibility for Workplace Health and Safety under the Health Safety and Environment (HSE) Policy.
- Establish and maintain close working relationships with internal and external contacts including staff, suppliers, consultants, and contractors.
- Undertake assigned complex administrative projects and tasks that require the development and achievement of agreed objectives.
- Be the first point of contact for established or new business enquiries. Responsible for the triage and escalation of any requests that may be received.
- Provide support in the development and finalisation of CEO monthly reports and Board papers relevant to Marine.
- Governance and oversight of changes made to the ISPO accredited Pilotage Safety Management System (PSMS) under the direction of the Manager Pilotage Services and General Manager Marine.
- Support with the embedding and ongoing management of the Fatality Risk Management (FRM) system for marine and the broader TasPorts business.
- Support the Marine Business Analyst and Marine Scheduler with the development, implementation and maintenance of the marine scheduling processes and system.
- Provide coverage for the marine scheduler if/ when required.
- Governance and administration of the marine management system (HELM).
- Support the Superintendent Marine Standards with development and administration of marine specific incident management documentation and involvement in relevant exercises when requested.
- Oversight and support of ongoing marine-related contracts and service agreements.
To be successful you will need:
- Demonstrated experience in a previous administrative role that requires working autonomously with the ability to priorities tasks and meet strict deadlines.
- Display the ability to manage resources and time, to assist with the planning and organisation of work to adequately carry out a wide range of duties.
- High-level communication and interpersonal skills, with the ability to liaise effectively with a wide range of diverse stakeholders.
- Demonstrated ability to develop and maintain sound working relationships with people at all levels.
- Proficient in the use of the Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint; and
- High-level knowledge of office management and administrative procedures, practices, and record management systems.
Experience in a shipping or marine operations environment would be deemed an advantage, however not essential.
Qualifications:
- Current drivers' license
- Capability to obtain and hold a Maritime Security Identification Card (MSIC).
More information
TasPorts offer a supportive and flexible work environment, professional development opportunities and a range of attractive employee benefits.
We are committed to building an inclusive, diverse workplace, where the individual differences of our employees are considered value-adding. We encourage applications from suitably qualified persons, including Indigenous Australians, people of all ages and people with a disability.
For more information about TasPorts, visit our website www.tasports.com.au
For a copy of the position description and / or more information regarding the role please email Recruitment Coordinator – Hannah Katz, e: ***********@tasports.com.au
Submitting an application
For your application to be considered, you are required to provide:
- A copy of your CV including relevant qualifications and licenses.
Please note that applications will be reviewed as they are submitted. The intended close date will be the 17th of May.
