Pa To The Coo And Director Of Health & Well-Being

Title:                Personal Assistant to theCOO and Director of Health        

Based at:         Parkville VIC Melbourne

Employment:  Full Time – ongoing

The Organisation:

The Christian Brothers Oceania Province is a not-for-profit organisation founded on the values and charism of Edmund Rice to help transform the lives of those who are poor, neglected and those relegated to the margins of mainstream society. This charism is perpetuated throughout our different entities and expressions which extend locally, nationally and internationally.

About the Opportunity

The Personal Assistant will provide secretarial support to the Chief Operating Officer and the Director of Health and Well-being.  The Personal Assistant will assist in the development, implementation and maintenance of effective administrative processes and systems.

Main responsibilities include: 

• Provide a high standard of professional, secretarial and administrative support to theCOO and Director of Health and Well-being in a pro-active manner.
• Liaising with and developing strong relationships with key stakeholders, internal and external, in a friendly, professional and efficient manner.
• Be a welcoming presence, on the phone and in person.
• Appropriately deal with daily incoming/outgoing electronic and hard copy correspondence.
• Receive and screen phone calls, initiating appropriate action and facilitating responses where appropriate.
• Provide Diary and Calendar Management.
• Folder management of Outlook. Action emails in a timely manner.
• Record keeping and filing – paper based and electronic.
• Preparation of reports and spreadsheets (including invitations and fliers) as required/directed.
• Draft letters, responses, emails, reports, references etc. on behalf of the COO and Director of Health and Well-being as required.
• Prioritise workload ensuring that all documentation and correspondence is dealt with efficiently and effectively.
• Maintain, liaise/correspond with the COO and Director of Health and Well-being regarding meeting arrangements.
• Responsible for ongoing maintenance/updates of electronic records/files for reporting purposes relating to the CEO/Leadership Team.
• Make travel arrangements (as required), including flights, accommodation and transport.
• Prepare Agendas and maintain records of Meetings and Committees
• Collate briefing materials for meetings
• Follow up action items from meetings as required
• Provide secretarial assistance to Committees formed within the Province 
• Provide a hosting role associated with visitors, meetings and events

Key Selection Criteria

Essential:

• Tertiary qualification in administration and/or equivalent experience
• At least 5 years’ demonstrated experience in an administrative role
• Exceptional interpersonal and communication skills (verbal and written)
• A commitment and proven ability to provide a high level of service
• A friendly professional manner with excellent written English and oral communication skills
• Proven ability to interact and liaise effectively with a wide range of people and to maintain confidentiality and apply discretion at all times.
• Some experience with CRM/Database management and reporting
• Proven organisational skills, with a demonstrated ability to prioritise tasks and meet deadlines
• Strong attention to detail
• Competence in Microsoft Office Suite, Adobe Acrobat and related software
• Demonstrated ability to work under pressure and juggle competing demands simultaneously
• Capacity to work independently with minimal direction and collaboratively in a team environment
• Ability to adapt to change and adjust work schedules accordingly
• Comprehending and dealing with the multi-dimensional nature of the organisation

Desirable:

• Experience in Database Management
• A demonstrated understanding of the complexity of the Oceania Province and its personnel
• A commitment to the Edmund Rice Ethos and an understanding of the history of the Christian Brothers in Oceania and how the Province relates to the broader Catholic community

The position is a full-time role, including a 6-month probation period commencing in April 2024.  The successful applicant will be required to provide a current Victorian Police Records Check and current Working With Children Check. Salary packaging benefits and flexible work arrangements are also provided.

For a confidential discussion about the role, contact the HR Department on 0407 838 *** or email **@edmundrice.org

To apply, please submit a Covering Letter addressing the Key Selection Criteria with your CV to:  **@edmundrice.org

Applications close 11:00am (AEDT) 12 April 2024.

Interviews will commence shortly so don’t delay applying.

Please note, only shortlisted applicants will be contacted