Job details
Location: | Camperdown |
Salary: | $60 per hour |
Job Type: | Contract |
Discipline: | |
Reference: | V-112290 |
Posted: | about 2 months ago |
Job description
- 3 Week Role – Possible Extension
- $60 p/h excl Super
- Redfern Location
- NSW Higher Education Institute
Primary Purpose of the Role
Delivers comprehensive professional executive support services to the Head of the Department promptly and effectively, ensuring the office's specific needs and daily requirements are managed with high efficiency. This role demands a high level of tact and understanding, maintaining confidentiality while adopting a client-focused approach to problem-solving. It requires excellent organizational skills, extensive knowledge and experience in senior executive support, business acumen, and client service skills. This ensures the Head’s Office is managed professionally and meets the needs of key stakeholders across the Institution.
Key Accountabilities:
- Provides broad, high-level professional executive support to the Head of Dept and effectively manages general day-to-day office operations and administration activities.
- Diary management.
- Offers professional executive support and administrative services to the Head, ensuring proficient coordination and execution of critical activities and tasks.
- Handles matters brought to the Head professionally and with finesse, ensuring they are well-researched.
- Responds to inquiries in person, by phone, and email from both internal and external parties to the institution, using discretion, empathy, and a sound knowledge of the faculty’s priorities.
- Drafts and reviews correspondence, ensuring meeting papers are collated and available in good time, with appropriate logistical arrangements.
- Manages complex and urgent travel arrangements for the Head, including local, interstate, and overseas itineraries, in line with the Departments policies and procedures.
- Develops and maintains relationships with key external stakeholders and facilitates information flow between the Head, FGM, and senior academic and professional staff, ensuring confidentiality and quality of correspondence.
- Builds relationships with the Office of the Provost, Senior Administrators, Heads of School, and academic staff across the Institution.
- Understands the Heads key priorities, escalating important issues as needed.
- Maintains constructive and customer-focused relationships with key stakeholders, ensuring a high level of customer service from the Heads office.
- Manages and delivers a range of assigned projects either independently or as part of a project team or committee. This includes coordinating faculty strategic planning sessions or specialist staff training seminars.
- Gathers and prepares project data, analysis, and reports to support project organization.
- Develops project plans, clearly articulating objectives and defining deliverables.
- Manages project processes, documents, and planning tools.
- Produces project outputs, including reports, data, and executive summaries.
- Provides Faculty-specific administration services and support.
- Develops comprehensive knowledge of the formal decision-making and approval processes within the Department and Institution.
- Manages the general day-to-day operations and administration activities for the Head.
- Assesses the significance of incoming inquiries and correspondence, identifying critical actions and obtaining additional information when needed before allocation.
- Arranges meetings on behalf of the Head, ensuring papers are collated and available in good time with logistical arrangements made.
- Ensures quality application of, and compliance with, Institution administration policies and procedures.
- Applies relevant administrative policies, processes, and procedures, recommending improvements where needed, and implementing those improvements to streamline administration systems for the Heads diary management. Monitors and adjusts systems as required.
- Provides leadership and effective management to staff.
- Undertakes ad-hoc projects and other activities.
- Performs work activities relevant to the role’s key accountabilities as approved by the Manager and appropriate to the role’s classification level.
Qualifications & Experience:
- Tertiary qualifications in a relevant field.
- An equivalent combination of relevant training and experience.
- Demonstrated ability to work both independently and as part of a team, taking initiative and exercising sound judgement in resolving matters that may arise as part of normal daily work.
- Well-developed negotiation, conflict resolution, relationship building and influencing skills
- Excellent verbal and written communication skills, with experience handling a wide range of enquiries and providing excellent customer service.
- Advanced computer skills with advanced proficiency in Microsoft Office Suite including extensive diary management experience.
- Excellent time and workload management skills, with demonstrated ability to prioritise effectively, manage multiple tasks, meet deadlines and achieve required outcomes.
How to Apply:
If this role sparks an interest and you feel like you tick the boxes, please click ‘APPLY’ now.
Note, only successful applicants will be contacted.