Our Vision

Country

Country is our mother, our provider and keeper of our cultural belongings.

Culture and Country go together. You can‘t have one without the other.

Our Mission

To work with Yamatji and Marlpa Aboriginal people to pursue:

·  Recognition and acceptance of Yamatji and Marlpa culture in country

·  A strong future for Yamatji and Marlpa people and country.

Our Values

·  Respect: Having regard for people's views and roles, listening to others and treating all with dignity.

·  Professionalism: Through teamwork, constructive communication, pursuit of excellence and working efficiently not ideologically.

·  Integrity: By being accountable for our actions, maintaining confidentiality and fulfilling our promises.

·  Honesty: By keeping our word, being trustworthy and transparent in all dealings.

·  Loyalty: By demonstrating strong support for the values of YMAC, our clients, members and colleagues.

·  Innovation: Having courage and using solutions-based dialogue to bring about meaningful change.

Position Description

Position Title: / Executive Assistant
Reports to (Direct Manager) / Principal Legal Officer
Reports to (Administration Manager): / Principal Legal Officer
Direct Reports / Nil
Business Unit / Legal
Certified Agreement Classification / 5/6/7
Funding Source / DMPC
Funding Term / 12 Month Fixed Term
Location / Perth
Date / July 2016

YAMATJI MARLPA ABORIGINAL CORPORATION IS A NATIVE TITLE REPRESENTATIVE BODY | ICN 2001 | ABN 14011 921 883 | www.ymac.org.au

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Key Function

Provides overall executive administrative support to the Principal Legal Officer.

Position Responsibilities

Executive Assistance & Administration
·  Provide high level executive and secretarial assistance to the PLO for YMAC.
·  Manage the diary and appointments for the PLO as required.
·  Attend to all calls, visitors/emails as required for the PLO.
·  Making travel arrangements for the PLO and legal team where required.
·  Providing general word processing, administration, meetings and functions as required by the PLO.
·  Liaise with and assist the PLO with all administrative functions.
·  Update claim allocation schedules for Pilbara and Yamatji regions as well as Federal Court Register as directed by PLO.
·  Assist with confidential matters on behalf of the PLO.
·  Update and maintain consultancy contract folders and spreadsheet.
·  Assist legal team with all relevant legal registration, payments, practice certificates, law society membership, training for all the legal team members.
·  Update Smartsheet for Spatial Department.
·  Assist and prepare required HR forms for PLO for Human Resources.
·  Maintain all filing/information management and documentation of legal documents for the legal team.
·  Scheduling business team and staff members’ performance reviews.
·  Processing invoices, credit card, timesheets, and reimbursement forms as require for PLO.
·  Preparing information with guidance from PLO with regards to Board, Committee Meetings and EMT.
·  Assist PLO with reporting obligations as required.
·  Maintain and record all PLO Community Practice Development Activities (CPD).
·  Assist with coordination of claim team meetings/reporting as directed by PLO.
·  Other matters as directed by the PLO from time to time.
People
Manage relevant business units, human resources and personnel fairly, consistently and in accordance with YMAC policy / Certified Agreement (CA) and other relevant legislation and/or funding requirements in areas as follows:
-  Learning & Development
-  Performance Management & Development
-  Recruitment, Selection & Induction
-  Planning Staffing resources
Corporate
Physical Resources
·  Take care of and responsibility for any physical resources during employment with YMAC including IT, vehicles, equipment and related items.
Information
·  Ensure confidentiality, respect and professionalism is maintained in all business dealings during employment at YMAC.
·  Provide all relevant business unit information is maintained and provided for Annual Reports, Funding requirements as directed.
Business
·  Work as key member of the corporate team and participate in associated meetings and conferences.
·  Responsible for ensuring all costs are minimised with the business transactions and all records are provided to the financial services team within YMAC.
Systems & Continuous Improvement Accountabilities
Comply with relevant statutory and YMAC corporate systems, policies and procedures
·  Strive for continuous improvement by identifying and implementing better ways to complete tasks
·  Show a proactive approach to problem-solving and continuous organisational change.
·  Support all personnel in the compliance and implementation of various regulatory and legislative requirements.
Safety Accountabilities
Adhere to and promote health and safety policies and procedures to ensure that corporate and legislative requirements of the organisation are met
Environmental
Encourage, develop and implement initiatives to improve environmental efficiency based on the principles of reduce, reuse and recycle where appropriate
SELECTION CRITERIA
Previous office management/executive assistant experience
High Level interpersonal and communication skills.
Well developed computer skills (Microsoft Office).
Strong organisational and time management skills.
Excellent attention to detail.
Ability to work independently.
Proactive approach and ability to provide initiative.
Experience with committees and consultants and in taking notes at meetings and preparing minutes.

Agreed

______Date:______

Employee

______Date:______

Direct Manager – Principal Legal Officer

______Date:______

Chief Executive Officer

YAMATJI MARLPA ABORIGINAL CORPORATION IS A NATIVE TITLE REPRESENTATIVE BODY | ICN 2001 | ABN 14011 921 883 | www.ymac.org.au

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