Royal Society for the Blind s1

2

ROYAL SOCIETY FOR THE BLIND

POSITION DESCRIPTION

______

TITLE: Executive Assistant to the Executive Director

DIVISION: CORPORATE SERVICES

APPROVED BY EXECUTIVE DIRECTOR 26 July 2016

______

MAIN PURPOSE

The Executive Assistant’s prime responsibility is to provide a comprehensive range of timely, confidential and professional secretarial and administrative support services to the Executive Director (ED), Royal Society for the Blind. The role operates within a dynamic environment, characterised by competing priorities, heavy work pressures and matters of a confidential nature.

Principal Accountabilities/Interactions/Relationships

·  Reports directly to the ED.

·  Provides a confidential secretarial and administrative support service for the ED.

·  Works under limited direction, within broadly defined guidelines, exercising a degree of high autonomy in the discharge of duties.

·  Liaises and communicates with a wide range of stakeholders namely: staff inclusive of the Executive Management Group; Board of Directors; clients, their families and carers; other organisations, and Government Departments.

Key Responsibilities/Duties

·  Contributes to the effective management of the Office of the ED.

·  Acts as principal contact for clients and families, carers, advocates, members of the public, members of Parliament and their staff, government departments, external organisations, and RSB staff in relation to matters pertaining to the Office of the ED.

·  Provides an efficient and professional administrative support service.

·  Ensures the timely preparation of memos, letters, minutes, agendas and submissions, whilst managing the ED’s correspondence and associated filing system.

·  Assists with the administrative requirement of organisational meetings, including Annual General Meetings of the RSB.

·  Undertakes reviews of matters referred by the ED.

·  Initiates action by whatever means is appropriate, on any urgent matter directed to the ED during their absence.

·  Manages the resolution of difficult enquiries and other customer feedback about Executive Administration and Corporate issues.

·  Provides a range of other secretarial, clerical, administrative and project related support services as required.

·  Ensures the administration workload is appropriately prioritised.

·  Ensures adequate resources are available to achieve set priorities.

·  Participles in the attainment and maintenance of a work ethos that focuses on the achievement of identified program/service outcomes.

·  Assists in the provision of information to the organisation by collecting and collating statistics and other basic information relating to RSB activities as requested by the ED.

·  Implements and maintains effective office management practices, procedures and standards, relating to the provision of secretarial, clerical and administrative services.

·  Monitors Executive processes with particular emphasis on feedback and follow-up actions.

·  Maintains effective links and relationships both within the organisation and with external parties.

·  Participates in relevant continuous improvement activities.

·  Undertakes and assists with special projects as required by the ED.

·  Displays a sound knowledge of RSB structures, programs, policies, activities and service functions; as well as initiative and judgement where precedents or procedures are not clearly defined.

·  Promotes and implements policies and procedures in relation to EEO and the prevention of Bullying and Sexual Harassment.

·  Ensures a safe working environment at all times by maintaining effective work practices, adopting procedures and practices which comply with the WHS Act and taking reasonable care to protect your own health and the health and safety of others.

·  Complies with the organisation's commitment and implementation of employment practices and policies that ensure compliance with relevant legislation.

·  Participates in the organisation’s strategic planning processes;

·  Ensures confidentiality within the organisation by demonstrating an understanding of confidentiality and information security policies and procedures.

·  Ensures the provision of client rights by demonstrating knowledge and commitment to client rights and responsibilities with regard to service provision.

PERSON SPECIFICATION

Experience

·  A minimum of 5 years’ experience as an Executive Assistant to an Executive Director / CEO or in a similar executive support role requiring sound organisational skills, handling of complex enquiries and the ability to prioritise varying workloads is essential.

·  Demonstrated knowledge of the functions and responsibilities of an Executive Director in a Not for Profit environment is highly desirable.

·  Previous experience working in the not-for-profit sector is highly desirable.

Skills and Abilities

·  Demonstrated ability in recognising and discreetly managing confidential matters, by demonstrating integrity of the highest order and exercising diplomatic skills appropriate to sensitive and high level issues.

·  Proven ability to communicate professionally, both verbally and in writing to a wide range of audiences.

·  Proven aptitude in meeting stringent deadlines, performing well under pressure and managing demanding work requirements.

·  Demonstrated ability to work with a high degree of independence, determine priorities and anticipate the requirements of the Executive Director.

·  Effective interpersonal skills, especially in conflict situations.

·  Capacity to pro-actively identify problems and arising issues, and the initiative and sound judgement to formulate and implement solutions and actions.

·  Ability to work effectively in a team environment by contributing to common goals and fostering team cohesiveness.

·  Personal capacity to embrace and adapt to workplace change.

·  Advanced ability in the operation of Microsoft software applications, particularly word processing and PowerPoint

·  Strong analytical skills and attention to detail.

·  Capacity to prioritise work and meet agreed deadlines.

·  Aptitude to establish and manage databases and/or spread sheets using Excel and Access software.

Special Conditions

·  Some out of hours work will be required.

·  An understanding and empathy for all people, in particular people with vision impairment.

·  Current driver’s licence is essential.

·  Must be prepared to relocate within the organisation should the need arise.

·  The incumbent will be required to enter into an annual performance agreement for the achievement of outcomes.

·  The incumbent is required to hold a National Police Certificate (NPC) and DCSI clearance and continued employment is subject to a satisfactory NPC.

As the incumbent of this position, I confirm I have read this Position Description and understand its content and agree to work in accordance with the requirements of the position.

Employee Name: ______

Employee Signature ______Date: ______

Manager's Name: ______

Manager's Signature ______Date: ______