Job description
Our government client is seeking an experienced Administration Officer for an initial temporary casual contract located in their Kensington office. An initial 5-month casual contract will be offered to the successful applicant with a strong likelihood of going on a fixed-term contract direct with the client, and/or permanency.
Title: Administration Officer
Location: Kensington, WA
Rate: $43 per hour plus Super
Duration: Initial 5-month casual contract with likelihood of fixed-term and/or permanency
Hours: Full-time – 37.5 hours
Role Purpose
The Administration officer provides broad administrative support to one or more Senior Manager and/or a function, program, team, site or facility.
Key Duties
Issues Management
Provide practical support to the Director(s) on dealing with issues and interactions with key stakeholders and external parties
Ensure prioritised issues for the Director(s) attention are effectively managed
Prepare and review correspondence and reports that deal with routine matters
Monitor and follow up on issues that need to be drawn to the Director’s attention in a timely manner
Coordination
Assist the Business Unit EO or EA to coordinate material needed for reviews, reports or to respond to information requests
Manage or contribute to administrative projects or issues as necessary (e.g. scholarship program, visiting scientists, publication records)
Coordinate internal and external meetings or other events, including booking rooms, resources, travel, transport, equipment and catering
Prepare meeting minutes and initiate follow‐up action
Provide general administrative support for program, group and team activities
Compliance
Establish and maintain electronic document management systems in accordance with the department’s record management standards
Maintain registers/logs related to specific operational requirements relevant to the Business Unit’s operations
Communication
Draft routine responses and correspondence, and monitor follow‐up actions
Develop and maintain functional networks to facilitate effective Business Unit operations
Prepare or assist in the preparation of technical documents and presentation material
Diary Management
Assist the Director(s) to manage email, prioritise tasks and meet deadlines
Resolve conflicting appointments and deadlines
Travel
Assist in or coordinate domestic and international travel arrangements for the Director(s) and other program/function/site staff as required
Acquit travel expenses, and reconcile credit card statements, process payments, and raise invoices as required.
Office Efficiency
Maintain office supplies and equipment for the site/office/unit
Maintain (site) vehicle pool by scheduling maintenance, record usage for charge‐back journals, and managing bookings.
HSE
Coordinate HSE matters (e.g. safety contacts) on behalf of the Director(s)
Capabilities
MUST BE AN AUSTRLIAN CITIZEN
Minimum 2 years administration experience required
Able to obtain a clean National Police Clearance (dated within last 3 months)
If you would like to be submitted for the role, please APPLY NOW with an updated resume in Word format or email jchiplinsky@dfp.com.au for more information.
DFP welcomes applications from Aboriginal and Torres Strait Islander people, people with diverse cultural and linguistic backgrounds and people with disability. In addition, DFP will provide reasonable adjustments for individuals with disability throughout the recruitment process. If you identify as a person with disability and require adjustments to the application, recruitment, selection and/or assessment process, please advise via adjustments@dfp.com.au or 1300 337 000 and indicate your preferred method of communication (email, phone, text) so we can keep in touch and meet your accessibility needs.
Title: Administration Officer
Location: Kensington, WA
Rate: $43 per hour plus Super
Duration: Initial 5-month casual contract with likelihood of fixed-term and/or permanency
Hours: Full-time – 37.5 hours
Role Purpose
The Administration officer provides broad administrative support to one or more Senior Manager and/or a function, program, team, site or facility.
Key Duties
Issues Management
Provide practical support to the Director(s) on dealing with issues and interactions with key stakeholders and external parties
Ensure prioritised issues for the Director(s) attention are effectively managed
Prepare and review correspondence and reports that deal with routine matters
Monitor and follow up on issues that need to be drawn to the Director’s attention in a timely manner
Coordination
Assist the Business Unit EO or EA to coordinate material needed for reviews, reports or to respond to information requests
Manage or contribute to administrative projects or issues as necessary (e.g. scholarship program, visiting scientists, publication records)
Coordinate internal and external meetings or other events, including booking rooms, resources, travel, transport, equipment and catering
Prepare meeting minutes and initiate follow‐up action
Provide general administrative support for program, group and team activities
Compliance
Establish and maintain electronic document management systems in accordance with the department’s record management standards
Maintain registers/logs related to specific operational requirements relevant to the Business Unit’s operations
Communication
Draft routine responses and correspondence, and monitor follow‐up actions
Develop and maintain functional networks to facilitate effective Business Unit operations
Prepare or assist in the preparation of technical documents and presentation material
Diary Management
Assist the Director(s) to manage email, prioritise tasks and meet deadlines
Resolve conflicting appointments and deadlines
Travel
Assist in or coordinate domestic and international travel arrangements for the Director(s) and other program/function/site staff as required
Acquit travel expenses, and reconcile credit card statements, process payments, and raise invoices as required.
Office Efficiency
Maintain office supplies and equipment for the site/office/unit
Maintain (site) vehicle pool by scheduling maintenance, record usage for charge‐back journals, and managing bookings.
HSE
Coordinate HSE matters (e.g. safety contacts) on behalf of the Director(s)
Capabilities
- Demonstrated experience in providing secretarial or administrative support to a line manager and/or team in a fast paced and complex environment.
- Demonstratedproficiency in Microsoft applications including Word, Excel, Access, PowerPoint, Outlook, Project; and in using TRIM, SAP, ePublish and SERKO to manage workflow processes and on‐line transactions.
- Demonstrated ability to work effectively in a team, positively contributing to the team environment.
- Demonstrated ability to clearly convey information and ideas, and establish effective interpersonal relationships with a wide variety of people
- Strong organisational skills, able to prioritise demands, and escalate issues when required
- Demonstrated ability to professionally handle sensitive and confidential information, and use appropriate judgment and discretion.
- Ability to work with minimal direction, and show initiative and adaptability when managing competing demands.
- Ability to quickly adapt to technological, structural and procedural changes and maintain professionalism and flexibility.
MUST BE AN AUSTRLIAN CITIZEN
Minimum 2 years administration experience required
Able to obtain a clean National Police Clearance (dated within last 3 months)
If you would like to be submitted for the role, please APPLY NOW with an updated resume in Word format or email jchiplinsky@dfp.com.au for more information.
DFP welcomes applications from Aboriginal and Torres Strait Islander people, people with diverse cultural and linguistic backgrounds and people with disability. In addition, DFP will provide reasonable adjustments for individuals with disability throughout the recruitment process. If you identify as a person with disability and require adjustments to the application, recruitment, selection and/or assessment process, please advise via adjustments@dfp.com.au or 1300 337 000 and indicate your preferred method of communication (email, phone, text) so we can keep in touch and meet your accessibility needs.
