Position Description Office Coordinator/Executive Assistant

Transcription

1 Position Description Office Coordinator/Executive Assistant 1. OVERVIEW Position Employment status: Accountability: Remuneration: Location: Office Coordinator/Executive Assistant Up to full time (38 hours per week) The position reports to and is accountable to the Chief Executive Officer for the delivery of objectives. An initial three month probationary period will be a part of the offer of employment and employment contract. Commensurate with the responsibilities of the position and the experience of the successful candidate. Access to the benefits of salary packaging is available. The position is based at Hepatitis Victoria, Suite 5, 200 Sydney Rd, Brunswick, ORGANISATIONAL ENVIRONMENT Hepatitis Victoria is the peak not for profit, community organisation committed to better liver health for Victorians, free from hepatitis and stigma. It is governed by an independent Board of Directors with the Chief Executive Officer and staff performing the day to day duties. Hepatitis Victoria works to: Provide leadership and coordination for the Victorian community response to viral hepatitis and liver disease more generally. Support and mobilise those affected and provide opportunities for participation. Raise community awareness and encourage people to prevent, test and treat. Eliminate the stigma and discrimination associated with hepatitis and other liver disease. Champion best practice liver care, including prevention, testing and treatment, including building the capacity of community and health care workers. Build a strong and sustainable organisation that works effectively across all activities and is positioned to have greatest impact. The organisation strives to address the needs of priority populations including: People living with hepatitis B and C People at risk of acquisition and transmission including unvaccinated adults, young people, men who have sex with men, prisoners and people who inject drugs People with co-morbidities and life circumstances which present challenges to accessing information, care and support People from culturally and linguistically diverse backgrounds Aboriginal and Torres Strait Islander people People living in rural and regional Victoria

2 3. OUR VISION AND VALUES OUR VISION Better liver health for Victorians, free from hepatitis and stigma. OUR VALUES Respect We respect all people affected by liver disease, promoting dignity and challenging stigma and discrimination Inclusion We seek to understand and value the diverse circumstances and cultures of the people and communities with whom we work Collaboration We work in partnership with those affected by liver disease, and with others who share our values and aim Impact We strive for maximum impact, building on evidence, being innovative, and driving change to achieve better liver health. 4. POSITION CONTEXT The position of Office Coordinator/Executive Assistant is a key role within the operations of Hepatitis Victoria ensuring the efficient operation of all administrative and support functions within the organisation. The position also provides high level executive support to the Chief Executive Officer (CEO) and secretarial services to the Board of Directors. 5. KEY RESPONSIBILITY AREAS 5.1 External interface for the organisation Provide a professional and friendly first point of contact to those contacting and visiting, Hepatitis Victoria. Develop strong and effective relationships with a variety of individuals both internal and external including staff, Department of Health and Human Services officials, partner organisations, sector workers, Primary Health Networks, Local Government, trades people and other business and service supplies. Perform daily reception duties, including answering (and screening as appropriate) telephone calls, responding to information requests and provision of front of house office duties. 5.2 General Office coordination Coordinate all office functions including ordering of office supplies, equipment maintenance and repairs. Maintain an accurate, organised and up to date hard copy and electronic central filing system of key documents and contracts, including Register of Assets. Take minutes of meetings as required (e.g. monthly staff meetings) and distribute to participants. Develop, implement and review administrative procedures to ensure accuracy and efficiency. Supervise administrative volunteers working within Hepatitis Victoria.

3 5.3 Administrative Support to the Chief Executive Officer Provide Executive administrative support to the CEO, including: Diary and management with regards to booking and coordination of all meetings, teleconferences, events and conferences; (including travel and accommodation arrangements). Document and letter editing and formatting including and compilation of draft as required. Production of organisational documents as requested eg. staff leave calendar. Maintain files and records associated with the CEO s office. 5.4 Secretarial services to the Board of Directors Assist in the preparation of Agenda and record the minutes of Board meetings and working group/subcommittee meetings (as required). Organise catering for Board meetings. Assist in the induction of new Board members. Maintain accurate records of Board meetings. Maintain corporate registration requirements of the Board and the organisation. 5.5 Finance support functions Maintain the petty cash system and ensure staff and volunteers account for their expense claims. Undertake banking as required. Keep records of statistics as required for reporting to the Programs and Operations Manager. Reconcile post, cab charge and fuel card accounts. Process and record payments including invoices and receipts as required. 5.6 Data records and Communications support Maintain the Hepatitis Victoria master database of members, subscribers, clients, contacts, supporters and partner organisations. Produce the weekly HEPChat e-bulletin to subscribers which communicates key organisational and sector news Assist in editing of resources and publications as requested in collaboration with Communications team. 5.7 Program support Ensure compilation and timely distribution of resources upon request from Hepatitis Infoline staff, or when orders are received. Take bookings, and manage registrations for events and provide liaison between the staff and our clients as appropriate. Assist in the maintenance of the library of educational resources. Organise travel and accommodation bookings for staff for intra and interstate travel. Provide support to the planning, organisation and promotion of Hepatitis Victoria events including displays and information kits. Provide administrative support to Hepatitis Victoria initiatives and events such as World Hepatitis Day, Liverability, Community Grants the StreetShot program Maintain a register of room, vehicle and equipment bookings. Coordinate office meetings, set up rooms, equipment and organise catering as necessary.

4 5.8 Team work Promote a friendly climate, good morale and co-operation within the Hepatitis Victoria team of staff and volunteers. Contribute content for Hepatitis Victoria publications. Attend and participate in regular general and specialist staff meetings, orientations and other staff and public events as required. Take actions, make decisions, and help to shape priorities (individual, group or team) to reflect the organisation s vision and values, and abide by Hepatitis Victoria s operational policies. 5.9 General Abide by Hepatitis Victoria s policies and procedures. At all times maintain confidentiality of information about service users, members, staff, volunteers and other personnel. Facilitate the involvement of people living with and affected by viral hepatitis in the development and delivery of hepatitis related services. Attend relevant seminars and training sessions. Develop a professional development program in consultation with the CEO. Undertake other duties commensurate with the position as agreed. 6. KEY SELECTION CRITERIA Please note: applications must specifically address the key selection criteria. Essential Highly developed communication skills, both written and oral including the ability to develop quality documentation, guidelines, written reports and articles and other correspondence in a clear and concise manner. A high level of integrity where the position is privy to information of a highly confidential nature. Proven ability to establish positive relationships with colleagues and clients and the ability to network with individuals from other organisations or groups. Proven ability to identify and solve problems and where applicable provide relevant recommendations. Demonstrated proficiency and experience using the Microsoft Office suite of applications (eg Microsoft Word, Outlook, Excel, PowerPoint, Publisher), combined with a high level of accuracy and attention to detail. Demonstrated experience with Customer Relationship Management databases such as Salesforce. Demonstrated experience with marketing, such as MailChimp. Demonstrated ability to work independently with minimal supervision as well as within a team, working collaboratively to achieve goals. Proven ability to be able to prioritise and manage varied and conflicting demands within the office environment and to deal with high level and urgent issues relating to the CEO s work. Organisational skills and the ability to handle multiple tasks simultaneously under pressure to meet deadlines A willingness to be flexible with working hours A capacity to obtain a National Police Record Check, if required. A capacity to obtain a Victorian Working with Children check, if required.

5 Highly desirable A relevant qualification in business or administration An understanding and /or experience in the range of issues closely associated with viral hepatitis, such as injecting drug use, harm reduction, custodial settings etc At least three years experience in a relevant position. A driver s licence valid for the State of Victoria. 7. GENERAL INFORMATION Hepatitis Victoria is committed to cultural diversity in the workplace, and is an equal opportunity employer. People affected by viral hepatitis, Aboriginal and Torres Strait Island people and people with experience working with Aboriginal and Torres Strait Island communities are encouraged to apply. The general conditions of employment will those contained in the Hepatitis Victoria Enterprise Bargaining Agreement or its successors. A vehicle will be provided for work related duties. Regular performance reviews will be conducted using mutually established performance indicators. 8. APPLICATIONS Think that you have the desire and experience to be a part of a small but busy team that is making a difference for people living with viral hepatitis and liver disease? Then send your letter of application, addressing the Key Selection Criteria to: Ms Melanie Eagle Chief Executive Officer Hepatitis Victoria Suite 5, 200 Sydney Road BRUNSWICK 3056 or via to admin@hepvic.org.au Applications close at 5-00pm Wednesday 5 April, For further enquiries, call Garry Irving, Programs and Operation Manager on (03)