Position Description
Executive Assistant
The Executive Assistant provides high-level business support to individuals, teams or projects, including coordination, research and analysis, and undertaking the required administrative function.
Position details
Classification: / Administration 4Position No.: / 31773
Division: / Accident Compensation Conciliation Service (ACCS)
Employment Type: / Full time, permanent position
Work location: / 460 Lonsdale Street, Melbourne VIC 3000
Salary: / Circa $80,000 - $83,346 + 9.5% Super
Position reports to: / Senior Conciliation Officer
Direct reports: / Nil
About WorkSafe Victoria
At WorkSafe Victoria we work to prevent workplace injuries – so Victorians return home safe every day. We also provide support to injured workers and manage insurance and compensation. We have over 1,000 employees working in offices across Victoria.
The Accident Compensation Conciliation Service (ACCS) is an independent function that helps resolve workers compensation disputes in Victoria between workers and employers or WorkCover agents using the principles of Alternative Dispute Resolution. Under an agreement between the ACCS and WorkSafe Victoria, all administration employees required for the proper functioning of the conciliation process are provided to the ACCS by WorkSafe Victoria.
Our values
The work we do is important because we impact upon many people’s lives, everyday. We have a responsibility to ensure that strong values guide us in everything we do.
WorkSafe Victoria is:
· Constructive in the way we provide information, advice and service
· Accountable for what we do and what we say. We live up to our promises
· Transparent in the way we work, our environment is open and honest
· Effective by working collaboratively to deliver high quality services
· Caring by showing empathy in our dealings with everyone we work with
Key purpose and accountabilities
The Executive Assistant provides a high level of executive and administrative support to the Senior Conciliation Officer (SCO) of the Accident Compensation Conciliation Service (ACCS).
The Executive Assistant will also support the ACCS Board and Senior Management Team on broader business and management activities as required.
During the transition of ACCS to a new independent statutory authority, the Executive Assistant will be required to support a number of project and adhoc activities.
The role’s key accountabilities include:
· Manage access to the SCO via effective diary, travel and meeting management and administration.
· Support the SCO in the administration and management of the external complaints process.
· Research, collate and prepare information to be utilised by ACCS in internal or external presentations or reports e.g. reports to stakeholders, induction packs for new starters.
· Support the Senior Management Team in the administration and coordination of annual business planning and budgeting activities.
· Manage the collation and distribution of Board papers to the ACCS Board and participants at Board and Board Committee meetings.
· During the ACCS tranistionary period, support other internal process requirements including, for example learning and development administration; project coordination and status reporting.
Key relationships
· Senior Conciliation Officer
· Senior Management team
· Business Services team
· Conciliation Officers
· Key representatives from ACCS stakeholders (e.g. Worksafe, Agents, Self Insurers, Union Assist, WorkCover Assist, Victorian Government departments etc)
Autonomy in decision making
You have authority in the context of your specialist area or the business team they work in. You will undertake decision making around managing your own workload and priorities, and may also help coordinate the workload of other team members.
Issues may cover a breadth of areas and individual stakeholder needs. You will need to determine the best path to reach resolution and, if appropriate, escalate accordingly.
You will need to set your own priorities, undertake follow-up and determine the best course of action. There may be a need to source information for decision making, determining appropriate procedures or sourcing the ‘right person’ to get the work done.
You will also be required to overcome most issues before escalating and to identify and implement improvements to existing processes to improve stakeholder service, improve efficiency, or to prevent issues reoccurring. You will need to follow-up stakeholder issues to ensure resolution.
Expertise
· You will possess strong operational knowledge, expertise in administrative function and strong coordination and planning skills.
· You will require knowledge of computer systems as tools in analysis and project management.
· You will require an understanding of how the organisation and relevant stakeholders operate.
Requirements of the position
Skills, knowledge, experience and qualifications
· Significant experience providing administrative and secretarial support to executive teams.
· Experience in preparation of agendas, minutes, reports and presentations for Executive and Board; as well as organising functions or team events.
· Demonstrated ability to prioritise a broad range of tasks, work with limited supervision, collaborate with a team and meet tight deadlines.
· Good understanding of financial management (direct experience with budgets, invoicing, purchase orders, accruals, timesheet).
· Excellent and effective written, verbal and telephone communication skills.
· Intermediate to advanced knowledge of Office Suite (eg PowerPoint, Word, Excel), Lotus Notes mail and calendar applications and well developed general IT user skills.
· Experience in developing and maintaining office support systems, policies and procedures and implementing opportunities for improvement.
· Highly developed interpersonal and communication skills.
Desirable
· Well developed paralegal skills including the ability to comprehend legal documents, understand legal processes and produce professional correspondence.
· Relevant tertiary qualifications are desirable.
Competencies
The competencies below are from the WorkSafe competency library and have been identified as primary to this role.
The shaded box indicates the level you are required to demonstrate, with each level also incorporating the behaviours of the previous levels.
Competency / 1 / 2 / 3 / 4 / 5 /Adaptability / Listens to others / Uses initiative to act within known boundaries / Takes initiative in approach / Is positive about unexpected demands or change / Manages change and ambiguity
Accuracy and Compliance / Prepares and checks own work thoroughly / Checks accuracy and compliance / Reviews others accuracy and compliance / Reviews information or projects progress and compliance / Develops processes
Information Gathering / Asks questions / Explores anomalies / Seeks to uncover the facts / Undertakes systematic research or investigation / Use own research systems
Driving Improvement Initiatives / Uses initiative / Identifies improvements / Makes specific changes to improve performance / Uses analysis to determine improvement / Develops and implements improvement initiatives
Tactical and Analytical Understanding / Organises information / Sees interdependencies and sets priorities / Undertakes analysis to support the business / Systematically analyses and plans to achieve outcomes / Undertakes very complex planning or problem solving
Utilising WorkSafe and Industry Awareness / Utilises the formal structure / Utilises those who influence the outcome / Utilises systems and processes within WorkSafe or industry / Utilises WorkSafe or industry dynamics to influence outcomes
Stakeholder Support and Service / Follows up / Listens, Interprets and Establishes Needs / Tailors response and ensures understanding / Acts to resolve needs / Acts proactively to resolve issues
Working in a Team / Acts cooperatively within their team / Actively seeks input from others / Seeks to understand the needs of other teams / Promotes cross functional teamwork / Aligns actions to organisational goals
Last updated: 04 April 2017
Last updated: 04/04/2017 page2 of 4