POSITION DESCRIPTION

POSITION TITLE
/ Executive Assistant
AREA
/
Berrimah, Northern Territory

REPORTS TO

/

CEO

DIRECT REPORTS

/ nil

Position Purpose

Provide administrative support to the CEO and Senior Managers of CAAPS. Display excellent customer service in all dealings with clients and stakeholders; Support the business of CAAPS by ensuring the Culture, Vision, Values and Mission are reflected in your work.

Key Performance Indicators

§  Providing timely administrative support to CAAPS CEO, managers and the Board of Directors

§  Assist CAAPS in quality improvement and information management systems

§  Assist in the preparation of external reports including CAAPS Annual Report

Collaboration and Communication

As part of the Administration team, it will be expected you will work closely alongside:

Internal

§  CAAPS Administration Assistants, Transport Officer, Finance Officer, Finance Manager, Clinical Manager and Assistant Manager

§  The CEO and Board of Directors preparing for meetings and reports

External

§  Suppliers, IT providers, funding agencies and other stakeholders

Records Management Responsibilities

CAAPS has legislative obligations to keep our Records in a system that meets certain national and Territory standards which will require you to manage:

§  Contracts and tasks logged and followed up on CAAPS QMS- Logiqc

§  Supporting the development of filing systems, and maintaining these to meet administrative, legal, and financial requirements

§  Devising and ensuring the implementation of retention, archiving and disposal schedules;

§  Identifying when changes in CAAPS policies and practices are needed or desirable and initiating action

§  Resolving problems with information management by effective use of software and other information management resources

Major Responsibilities

Executive Assistant

·  Diary Management, booking appointments, travel, making phone calls to arrange appointments

·  Function and catering bookings for internal and external meetings

·  Typing Letters

·  Organising external meetings.

·  Arranging, preparing agenda and taking minutes of any staff meetings

·  Prepare, collate and distribute board papers, and senior manager’s papers for meetings

·  Assist in the formatting and collation of CAAPS performance reports and annual reports

·  Liaise with all staff and clients as required

·  Manage confidential filing

·  Monitor and respond to emails and phone calls as necessary

·  Ensure all correspondence relating to company matters, benefactors, donors, sponsoring businesses is given to the relevant manager for action and/or follow up.

·  Assist with strategic and business planning processes

General office support

·  Assist in maintaining the accuracy of information in Logiqc QMS

·  Support to the Managers as required

·  Preparation and maintenance of the CAAPS Policy Manual and on line versions

·  Back up to receptionist in answering incoming phone calls and reception counter

Safety & Wellbeing Responsibilities

Accountable Position / WHS Accountabilities
(According To WHS Act 2011) / Action Demonstrating Accountability
WORKERS (EMPLOYEES, VOLUNTEERS, CONTRACTORS, STUDENTS) / While at work, all workers must:
·  Take reasonable care for their own health and safety
·  Take reasonable care that their acts or omissions do not adversely affect the health and safety of other people
·  Comply, so far as the worker is reasonably able, with any reasonable instruction that is given by CAAPS to allow the organisation to comply with this Act
·  Co-operate with any reasonable policy or procedure of CAAPS relating to health or safety at the workplace that has been notified to workers / All workers must:
·  Follow CAAPS WHS policy and programs to safeguard the health and safety of people at work and to understand your personal responsibilities for WHS
·  Attend safety-related training including induction, emergency preparedness
·  Comply with WHS instructions from your supervisor/manager, training information, safe work procedures and wardens during an emergency evacuation preparedness and program specific training (e.g. visiting clients in community)
·  If performing new or unfamiliar work, you must seek information, instruction or training and supervision from your supervisor where necessary so that you perform your duties safely without risking the health, safety and wellbeing of yourself or others
·  Use equipment that has been provided for your health, safety and wellbeing
·  Report all hazards, incidents and injuries or WHS concerns to your supervisor/manager
·  Participate in discussions/consultation about workplace or job task/practice changes that could affect WHS risks
·  Wear clothing, footwear and personal protective equipment (PPE) appropriate for the work being done
·  Do not put other people at risk of their health, safety and wellbeing by your action or inaction

Key Selection Criteria

Skills and Attributes

§  Ability to convey a friendly, helpful and positive impression of CAAPS as per CAAPS Customer Service Standards with a demonstrated ability to modify communication styles and techniques to meet stakeholders’ needs

§  Demonstrated high level of skill and experience in office practices

§  Ability to use ‘Windows’ software with personal computers, have practical word processing ability and keyboard skills of 50 words per minute

§  Ability to plan and set own work priorities with limited supervision

§  Strong interpersonal skills

§  Strong communication and negotiation skills

§  An ability scan for errors, an ‘eye’ for detail

§  The ability to work effectively as part of a team in a cross cultural environment

§  A willingness to carry out all activities according to CAAPS policies and procedures

§  An understanding of and willingness to maintain strict confidentiality in the position at all times

§  Maintain personal drug free lifestyle and willingness to participate in random screening as per CAAPS Policy

Knowledge

§  Demonstrated understanding of Work Health and Safety issues/requirements

§  Knowledge of social and cultural issues impacting Aboriginal and Torres Strait Islander Peoples.

Qualifications

§  Certificate III in Business Administration or other related field

§  Current NT Driver’s License

§  Current First Aid Certificate

§  Current Criminal History Check

§  Current Ochre Card (Category E)

Experience required

§  Experience providing administrative support to executive including CEO and Board of Directors

§  Demonstrated computer skills including MS Suite, and record management skills

I hereby acknowledge that I have read and understood my responsibilities outlined in this position description.

Employee Name: ______

Employee Signature: ______Date: ______

Version 1

Date created : July 2016

Reviewed : to be reviewed April 2018

Approved by: JILLIAN SMITH CEO

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