MAJOR AREAS OF ACCOUNTABILITY

% WEIGHTING

WHAT NEEDS TO BE DELIVERED

WHAT DOES SUCCESS LOOK LIKE AND HOW SUCCESS IS MEASURED

Office Operations Management

40%

Manages timesheet queries and overtime booking compliance

Managing Office Administrators to ensure smooth day-to-day running of the office

Manage office layout, desks, and meeting rooms, ensuring the office is being used effectively

Ensure health and safety requirements are being followed in the office

Manage mail and deliveries to and from the office

Oversee the creation and maintenance of digital and physical filing systems

Office runs smoothly with minimal disruptions; compliance with policies

Timesheets submitted accurately on time and clear guidance is given when issues arise

Employee and visitor feedback reflects a positive office environment

Desk bookings and meeting rooms are used efficiently with minimal clashes and the office layout supports a productive working environment

Regular checks of first aid and emergency equipment are completed

Mail is processed accurately and delivered without delays

Documents are stored securely in compliance with privacy, legal, and company requirements

Staff Coordination and Support

30%

Coordinates employee engagement activities- Comms, Town Halls, events, meetings, other activities as required

Manages bookings of travel, medicals, scheduling of ASC related activities

Provides day-to-day support to the Pearl Harbour team, SSN Sustainment program, and all facility related office matters

Support new employee onboarding such as desk setup

Positive feedback from staff; timely resolution of issues

Engagement activities are delivered on-time with strong attendance

Travel bookings, medical appointments, and ASC schedule requirements are coordinated accurately and in advance

Information flows effectively between teams, ensuring everyone has what they need to deliver program outcomes

Desk setups are completed ahead of start dates, with clear coordination between IT, Security, and People & Culture

Resource and Vendor Management

20%

Manages the ordering of goods, materials, supplies etc- tooling, PPE for existing staff and forward planning for new staff

Negotiate contracts with vendors and providers to ensure adherence to budgets

Manage relationships with vendors e.g. cleaners, catering, stationery

Track invoices and review invoices for accuracy prior to approval

Process invoices, purchase orders, and expense reimbursements

Cost-effective procurement; accurate record-keeping

Goods, materials, tooling, and PPE are consistently available when needed, with no delays to operations

Supplier agreements align with organisational policies, risk standards, and budget parameters

Vendor relationships are professional, collaborative, and produce consistent service quality

Errors or discrepancies are identified quickly and resolved effectively with vendors

All purchasing and reimbursement transactions are processed accurately and in line with policy

Reporting and Administration

10%

Supports branch with administrative duties

Prepare reports, correspondence and documentation as require

Provide administrative support to SSN Sustainment leadership and team

Oversee management of calendars, meeting bookings and meeting minutes

Reports delivered on time; accurate documentation

Administrative tasks are completed accurately, on time, and with minimal need for follow‑up

Information provided is accurate, up to date, and tailored for the intended audience

Requests from the SSN Sustainment team are actioned promptly, with clear communication on progress or outcomes

Meetings are organised promptly with all logistics arranged