AddressKey Accountabilities
Administrative support
- Responsible for providing administrative support to the Leadership Team and the OHS Services Team
- Arrange and coordinate meetings including preparing agendas, meeting papers and follow up actions.
- Manage schedules and appointments and provide travel and accommodation booking support.
- Preparation and processing of documents and correspondence
- Providing support to ensure that administrative functions for the regional team are delivered in an efficient and effective manner.
- Assist with the development and implementation of templates and procedures
Procurement responsibilities
- Uses appropriate purchasing processes that reflect the complexity of the procurement in accordance with departmental policy
- Anticipates and manages the risk associated with the procurement activity
- Develops procurement category strategy approaches and negotiates with internal stakeholders the opportunities and benefits.
- Ensures the appropriate level of analysis is undertaken for a procurement activity and that the appropriate level of approval is sought
Data and information management
- Compile and maintain updated information systems and written records e.g. registers and databases
- Gather and record data and keep accurate records as required
Implement or support strategic OHS change initiatives
- Update the departments corporate information systems e.g. records management system
- Contribute to projects including reporting, monitoring of budgets and tracking progress
Meeting and event coordination
- Arrange office meetings such as booking and preparing venues, agendas, minutes, catering etc.
- Coordinate travel arrangements for meeting and event attendees
- Prepare materials and documents for meetings and events
Required Capabilities
Specialist expertise for Executive & Office Coordination
- Demonstrated experience working in an administrative support role, with an ability to provide quality and effective administrative support in a team environment.
- Demonstrated experience in developing and maintaining office systems and procedures.
- Excellent customer service skills, with a strong track record in providing client-centric support and services to a corporate team.
- Good attention to detail.
Planning and Organising
- Demonstrated ability to work under pressure, including the ability to prioritise and schedule own work.
- Ability to work with minimal guidance and adhere to strict timelines and quality standards.
- Identifies more and less critical activities and operates accordingly, reviewing and adjusting as required.
- Identifies processes, tasks and resources required to achieve a goal
- Develops and implements systems and procedures to guide work and track progress
Written Communication
- Excellent document management skills
- Prepares documents, emails and reports using clear, concise and grammatically correct language.
- Ensures written communications contain necessary information to achieve their purpose.
- Uses appropriate templates, styles and formats
Advanced Computer Skills
- Advanced MS Office and computing skills with proficiency in a range of office software, including word processing, spreadsheets, database and diary management software.
- Assists others with problem solving on word processing and related applications
Specialist Procurement Expertise
- Procurement Knowledge
Demonstrated experience working within procurement policies and procedures that align to principles of accountability, scalability, probity and value for money
Personal Qualities
Customer Focus
- Actively seeks to meet customer needs
- Committed to delivering high quality outcomes for clients
- Listens to customers
- Seeks ways to improve services
Initiative and Accountability
- Proactive and self-starting.
- Seizes opportunities and acts upon them.
- Takes responsibility for own actions.
- High level of attention to detail and accountability for the work completed.
- Demonstrated ability to identify problems and develop innovative solutions
Relationship Building
- Builds trust through consistent actions, values and communication
- Establishes and maintains relationships with people at all levels
- Forges useful partnerships with people across the Department and schools
- Minimises surprises
- Promotes harmony and consensus through diplomatic handling of disagreements
- Proven ability to build positive and productive relationships with principals, school leaders and staff in complex areas (or local leaders and staff in other workplaces)
Qualifications
- Essential: A minimum of two years of professional experience in Office Administration.
- Desirable: Relevant qualifications in Business studies or Office Administration
Desirable: Professional experience and/or knowledge in an Occupational Health and Safety management, Emergency Management planning or Risk Management context.
