Job Description

Executive Support Administration Officer (Identified)

Full Time | Permanent

Based in Cairns

Wuchopperen Health Service Limited Enterprise Agreement (2023) Administrative Grade 4

$73,113.57 - $80,714.79 per annum

Wuchopperen Health Service

‘A culturally dynamic community where everyone thrives in health and wellbeing’.

Wuchopperen is a Community Controlled Aboriginal Health Organisation providing holistic health care services to the Aboriginal and Torres Strait Islander people of Cairns.

Benefits of working with Wuchopperen:

We provide a positive work culture and a diverse and inclusive environment. Our people matter to us, and we are committed to supporting them:

• Competitive Salary + 12% Super + Salary Sacrifice (up to $15,899 for tax free benefits and $2,650 p/a for entertainment benefits).
• 5 weeks annual leave and 15 days personal leave pro rata.
• Commitment to professional development.
• EAP for employees and family members.

About the role:

The purpose of this role is to provide professional reception, telephony, concierge and administrative services to support the efficient operation of the Executive Office. The position is responsible for delivering high-quality customer service and undertaking a range of administrative tasks such as coordinating meetings, managing room bookings, monitoring shared inboxes, responding to phone and email enquiries, maintaining records and preparing documentation.

The Executive Support Administration Officer is supervised by the Executive Support Officer and the position has no supervisory responsibilities.

This position works closely with other members of the Executive Office and maintains regular contact with other program staff to ensure effective outcomes for clients.

Key responsibilities:

1. Provide professional reception, telephony and concierge services, ensuring timely and courteous responses to internal and external enquiries.
2. Deliver high-quality customer service while projecting a positive organisational image in a professional, efficient and helpful manner.
3. Provide clerical and administrative support across the Executive Office and corporate areas, including meeting coordination, room bookings, meeting catering arrangements, travel arrangements and general office administration, as directed.
4. Support the Preparation, formatting, collation and distribution of correspondence, reports, meeting papers and other documentation in a timely and confidential manner.
5. Assist the Executive Support Officer with day-to-day administrative tasks to support the efficient operation of the Executive Leadership Committee.
6. Monitor shared email inboxes and maintain accurate administrative and data management systems, including printing, scanning, uploading and maintaining digital records, statistics and reporting requirements in a timely manner
7. Keep informed of organisational programs and services to provide accurate information and assistance to clients, service providers, community members and the public.
8. Maintain office equipment, resources and stationery supplies to support efficient day-to-day operations.
9. Work collaboratively with the Executive and Corporate Support teams, and other staff, to ensure effective and efficient service delivery across the organisation.
10. Gather and record statistical data relevant to measuring performance against agreed indicators and participate in review and evaluation activities.
11. Participate in organisational and community activities to advance the health and wellbeing of Aboriginal and Torres Strait Islander people.
12. Work within Wuchopperen’s Policies and Procedures including the Staff Code of Conduct and the Work Health and Safety requirements and contribute to continuous improvement processes to ensure compliance with relevant standards and safe, effective service delivery.
13. Other duties as required, within your skills, experience and capacity.

Core Capabilities:

Assessment of merit for this role will be based on the knowledge, skills and experience, potential for development and personal qualities. The competencies listed below are considered to the most critical for success in this role.

For applicants to be successful in this role, they should demonstrate:

• Demonstrated ability to work independently and in a multi-disciplinary team environment, prioritise and meet deadlines, deal with matters of a sensitive and confidential nature.
• Knowledge and understanding of Aboriginal and Torres Strait Islander societies and cultures from an historical and contemporary perspective, including the ability to communicate effectively and sensitively with Aboriginal and Torres Strait Islander people.
• Experience in the provision of administrative support, general office duties and the use of Microsoft Office products.
• Extensively developed interpersonal and communication skills including the ability to liaise with a range of stakeholders as well as effectively advocate for Aboriginal and Torres Strait Islander people.
• Demonstrated ability to work independently and in a multi-disciplinary team environment, prioritise and meet deadlines, deal with matters of a sensitive and confidential nature.
• Demonstrated ability to meet and work within the core values and behaviours of Wuchopperen.

Qualifications and experience:

• Experience in the provision of administrative support, general office duties and the use of Microsoft Office products.

Requirements:

• Hold a current Blue Card (for suitability to work with children and young people).
• Proof of qualifications is required to be provided prior to the commencement of duty.
• Possess a current driver’s licence.
• A commitment to adhere to Wuchopperen’s policies and procedures.
• Undergo and Child Safety and Personal History Screening Check

Applicants who do not address these requirements, will not be considered for shortlisting.

Note: Revised legislation requires applicants to hold a blue card prior to commencement. Refer to Qld Government’s Blue Card Services website for more information.

How to apply:

To be eligible for interview, applicants must submit a cover letter (no more than two pages), addressing the Core Capabilities and an up-to-date Resume including two referees, complete the screening questions via Seek or Employment Hero and submit a short video outlining the below:

As part of your application, we invite you to submit a short video (maximum 3 minutes) to help us get to know you beyond your resume. Please send your video to recruitment@wuchopperen.org.au

In your video, please cover:

1. A brief introduction - Tell us who you are, your background, and what has led you to apply for the Executive Support Administration Officer role.
2. One interesting thing about you -This could be a hobby, experience, achievement, or something unique that helps us understand you as a person.
3. Values and Purpose - What draws you to work within an Aboriginal and Torres Strait Islander Community Controlled Health Organisation? How will your values and leadership approach enable you to be successful in the role.

For more information contact recruitment@wuchopperen.org.au

The above is an Identified position. It is a genuine occupational requirement that an Identified position be filled by an Aboriginal or Torres Strait Islander person, as permitted by and arguable under section 25, 104 and 105 of the Queensland Anti-Discrimination Act (1991).

Wuchopperen is a Child Safe Organisation and the safety and wellbeing of children is of utmost importance.

Closing date for applications: 5pm on Monday June 1st