Job Title

Purpose of the roleThe Executive Assistant provides high level support to the Commissioner for Children and Young People (CCYP) including confidential, secretarial and comprehensive executive administrative support. The role manages the logistics associated with functions of both Commissioners'' Office, initiates responses to enquiries from public, key stakeholder groups and government officers.ResponsibilitiesProvide high level executive support to the Commissioner for Children and Young People (CCYP) with meeting support for the Director Partnership Impact LeadProvide a proactive and comprehensive administrative support service to the Commissioner, this includes diary management, advice in relation to invitations received, ensuring scheduled appointments are anticipated, working papers are prepared, meeting rooms booked, visitors are welcomed and catering provided where appropriateCoordinate the daytoday activities of the Commissioner, including workload priorities, document tracking, records management, database maintenance and effective information and communication systems management. Arrange meetings and conferences, which includes coordinating interstate travel arrangements (e.g., flights and accommodation), and other necessary preparationsUndertake research required to enable the preparation of briefings, minutes, and letters for the Commissioner, incorporating background information that supports decision making processes and recommendations for action as well as quality assuring all reports, briefings, and correspondence in accordance with departmental standards and other requirements before submission to the Commissioner for review. This also involves maintaining contact lists, information storage and retrieval systems, file tracking, monitoring incoming correspondence, handling briefings and emailsCoordinate the administration of Cabinet, Parliamentary, Ministerial and Chief Executive briefs and workflows, and FOI requests and briefings, ensuring all correspondence is addressed in a timely and appropriate mannerEffectively manage correspondence and monitor enquiriesAnalyse correspondence addressed to the Commissioner for referral to an appropriate officer for action/responseProvide a Firstline reception service to the office for telephone/client/visitor inquiries, and initiate appropriate actions, such as providing direct replies or redirecting them to the appropriate officers. Ensure timely advice is provided on administration and day to day matters in collaboration with the Executive Support - Office Manager relating to the Commissioners'' responsibilities through liaison with internal and external parties, including Ministerial staff and a range of external stakeholdersManage and provide adequate support to events and meetingsUndertake Executive Officer responsibilities for meetings and committees as required. Including arranging and booking meeting venues, preparing and collating information required and taking/distributing minutesProvide general support to the officeAssist with maintaining and improving the office of the Commissioner for Children and Young PeopleContribute to maintaining a safe and health work environment by taking personal accountability by identifying and reporting incidents, hazards and injuries in accordance with policy and procedureCollaborate with the Executive Support - Operations Manager to deliver effective administrative service to the officeUndertake business improvement projects / office projects as required under the direction of the Executive Support - Operations ManagerRequirementsProven ability to utilise well developed interpersonal skills to communicate effectively, both verbally and in writing, and provide excellent customer service in a professional, approachable and tactful mannerProven ability to demonstrate and apply confidentiality, diplomacy and discretion, tact and judgment and to work with astuteness in a sensitive/political environmentConfidence dealing with periods of high intensity workload, with rapidly changing priorities, when meeting timelines is essential.Sound knowledge of government administrative, records management and human resources policies, practices and proceduresDemonstrated experience in the use of computer packages and office automation systems, including high standard of document presentation, database and diary management and use of electronic media for communicationDemonstrated experience providing a personal/executive assistant service to an executive level employee, including diary and correspondence management and the organisation of meetings, functions and travel arrangementsDemonstrated knowledge and commitment to promoting and creating a safe and inclusive work environment, and the legislative requirements of Equal Opportunity and Work Health and Safety legislationBenefitsThe role will be offered as a 12 month, full time contract, with the view to extend.Applicants will need a valid Working With Children Check and Reporting to Abuse and Neglect Training or must be willing to obtain them.Candidates with an Aboriginal or Torres Strait Islander background are encouraged to apply.#J-18808-Ljbffr