Administration Assistant POSITION DESCRIPTION

Transcription

1 Administration Assistant POSITION DESCRIPTION Research Group: Status: Hours: Salary: Reports to: Management Support Team Full-time, part-time will be considered 38 per week $70,000 $80,000 per annum (pro rata if part-time), depending on experience and qualifications. Salary packaging is available Firstly to the Institute Director, the Chief Operating Officer and the Executive Assistant to the Chief Executive Officer (CEO) and Board, then to the CEO Background The Ingham Institute for Applied Medical Research (the Institute) is a not-forprofit organisation located in Sydney s South West that conducts world-class medical research that is rooted in and driven by the needs of the local community and wider Australia. The Institute is integral to a unique collaboration with the South Western Sydney Local Health District, Western Sydney University and the UNSW Sydney. Through these collaborations the Ingham Institute is working to radically transform health outcomes both locally and globally. Management support team members share the Institute s goals of improving health through community-driven medical research and play their part by actively supporting and assisting research groups, researchers, students and volunteers at the Institute. Purpose of Position The Administration Assistant will be responsible primarily for coordinating and providing high level administrative support to the Institute Director and the Institute s Chief Operating Officer. This will include responsibility for their calendars and their administrative, reporting and compliance processes and requirements. The high level of administrative support may involve liaising with partner organisations such as South Western Sydney Local Health District, University of New South Wales Sydney, Western Sydney University (UWS), members of the Ingham Institute s Board of Directors and Board committee members. The role will be available to provide professional and efficient administrative support to the broader management support team and the Institute s Board of Directors, as directed by the Executive Assistant to the CEO and Board. Version: August 2018 Page 1 of 5

2 Criteria ESSENTIAL: Relevant tertiary qualifications or equivalent experience and training Experience in providing high level support to decision makers, an executive and / or board level committee/s Experience in organising meetings and taking minutes Proven ability to manage specific projects with demonstrated outcomes in a timely manner Demonstrated ability to deal with a diverse range of people Highly developed organisational and time management skills with the ability to deal effectively with a high volume workload, competing priorities and unexpected events Well-developed written communication skills, with the ability to write, proof read and provide advice on a wide range of documents Experience in managing online calendars Demonstrated high level of computer literacy (Word, Excel, Powerpoint) Demonstrated high level of interpersonal and communication skills. DESIRABLE: Understanding of WHS requirements and responsibilities Experience in working with people from culturally and linguistically diverse backgrounds (CALD) and Aboriginal or Torres Strait Islanders (ATSI). Version: August 2018 Page 2 of 5

3 Key Accountabilities Manage the business calendars and operations of the Institute Director (ID) and Chief Operating Officer (COO), including: scheduling and organising meeting/s adding calendar events preparing / providing briefings of scheduled meetings Where required, distributing agendas and documents to attendees of scheduled meetings organising catering, room bookings, parking vouchers, taxis etc. Provide high level day-to-day administrative support including: liaising with internal and external stakeholders answering telephone calls, s and messages faxing and scanning document preparation and formatting organising teleconferences coordinating ID and COO diaries. Provide administrative support for meetings / events organised by the ID and / COO, including: Developing the run-sheet for events or agendas for meeting Securing the support of other management support team members, where needed Briefing support team members. Develop and maintain working relationships with Ingham Institute research groups and their parent organisations. Key Performance Indicators Manages business calendars and operations of the ID and COO effectively Demonstrates the alibility to provide high level administrative support in a timely and effective manner. Provides required support for meetings / events organised by the ID and / COO effectively. Interactions with research groups and their parent organisations are effective, professional and productive. Version: August 2018 Page 3 of 5

4 In consultation with the Executive Assistant to the CEO and Board, assist with the ongoing management of the Institute s external and internal grants, agreements and contracts database. Monitor reporting requirements for all Ingham Institute s grants, contracts and agreements, including: Curating (database) the collection of Institute research capabilities and research output Maintaining a dynamic list of upcoming reports Preparing report drafts, where applicable. In consultation with the Executive Assistant to the CEO and Board, coordinate the Institute s internal grants process, including: Maintaining a comprehensive list of grants and donors Coordinating acknowledgement events for donors and recipients, in consultation with the Marketing team, as scheduled by the ID. In coordination with the Executive Assistant to the CEO and Board, provide administrative support to the Human Resources Manager and back up to the Institute s front office / reception area. Comply with relevant State and Federal Privacy Legislation for the access, use, handling and storage of health data. Understand and uphold WHS requirements and responsibilities. The Institute s database for external and internal grants, agreements and contracts is accurate and up-to-date. Information required by the COO for the purpose of reporting grants, contracts and agreements is accurate and provided in a timely manner. The Institute s internal grants processes are effectively coordinated. Is a willing and effective team member and administrative support for the management team as a whole. Adheres to legislative requirements Complies with legislative requirements regarding access and reporting. Complies with the Institute s WHS Statement and WHS Policy and Procedures Is always mindful of workplace safety as it pertains to self Reports accidents within 24 hours Version: August 2018 Page 4 of 5

5 Makes proper use of relevant safety equipment Attends training programs as directed. Contribute to the team-work culture at the Institute. Is an effective and positive team member Attends Institute staff meetings and, where applicable, shares information available at these meetings with colleagues Complies with the Institute Code of Conduct Actively contributes to the research culture at Ingham Institute Participates in Ingham Institute supporting activities, as required. Version: August 2018 Page 5 of 5