Role Description Administration and Support Officer

Transcription

1 Role Description Administration and Support Officer ACTS overview ACTS is a non-profit member based organisation representing higher and further education institutions within Australia and New Zealand. ACTS aims to inspire, promote and support change towards best practice sustainability within the operations, curriculum and research of the tertiary education sector. For more information go to Primary purpose of the role Provide administrative and support functions to support the efficiency of the association. Key accountabilities 1. Support in managing key membership administration processes, including but not limited to: Implementing an effective renewal process for existing Members. Maintaining robust lapse and non-renewal processes. Monitoring and reviewing the implementation of Member benefits. Supporting finances on membership accounts utilising excel and quickbooks accounting system. Monitoring relevant contact accounts. Moderate approvals for website member registrations. 2. Support the design, delivery and execution of our events and Continuing Professional Development (CPD) program. Events may be face-to-face, such as regional or topic based events, or virtual, such as webinars or teleconferences. This will include providing support for the Green Gown Awards Australasia and the Annual International ACTS Conference. 3. Liaise with the association s members, sector support and delivery partners to help ensure communication satisfaction and build action plans based on feedback. 4. Deliver elements on the association s communication strategy, with direction from the Engagement & Communications Manager, including: Support the delivery of the association s communication content to a consistently high standard and to short deadlines, including but not limited to: newsletters, EDM (electronic direct mail) and marketing campaigns, social media, online marketing, direct marketing, PR and surveys. Content management on the association s websites using Wordpress CMS.

2 Key challenges Working independently in a home-based environment, with the guidance of the Engagement and Communications Manager. Key relationships Who Why Internal Engagement and Communications Manager Receive direction for tasks from this staff member for general administration, support functions, conference requirements, and other events. Events and Partnerships Manager May receive direction for tasks from this staff member in relation to the Green Gown Awards Australasia ACTS Board Governs the Association and sets the strategic direction and outcomes for ACTS External Members, partners, sponsors, community Communication through various mediums including , phone, face-to-face, social media and EDMs Role dimensions Reporting line The role reports to the Engagement and Communications Manager. Budget/Expenditure The role has no delegation for expenditure. Essential requirements Be willing and able to work from home or other suitable locations as ACTS is a geographically dispersed organisation with no dedicated office space. Hold an ABN such that they can be contracted into the advertised position. Hold Australian citizenship or appropriate working visa as ACTS is not able to sponsor this position. Desirable knowledge Familiarity with the concept of sustainability Familiarity with the tertiary sector environment Capabilities for the role Capability summary Below is the full list of capabilities and the level required for this role. The capabilities in bold are the focus capabilities for this role. Refer to the next section for further information about the focus capabilities.

3 Capability Group Capability Name Level Display Resilience and Courage Act with Integrity Manage Self Value Diversity Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Finance Technology Procurement and Contract Management Project Management Focus capabilities The focus capabilities for the role are the capabilities in which occupants must demonstrate immediate competence. The behavioural indicators provide examples of the types of behaviours that would be expected at that level and should be reviewed in conjunction with the role s key accountabilities. Personal Attributes Act with Integrity Personal Attributes Manage Self Behave in an honest, ethical and professional way Take opportunities to clarify understanding of ethical behaviour requirements Identify and follow legislation, rules, policies, guidelines and codes of conduct that apply to your role Speak out against misconduct, illegal and inappropriate behaviour Report apparent conflicts of interest Adapt existing skills to new situations Show commitment to achieving work goals Show awareness of own strengths and areas for growth and develop and apply new skills Seek feedback from colleagues and stakeholders Maintain own motivation when tasks become difficult Relationships Focus on key points and speak in Plain English Clearly explain and present ideas and arguments

4 Communicate effectively Relationships Commit to Customer Service Results Plan and Prioritise Results Demonstrate Accountability Finance Technology Listen to others when they are speaking and ask appropriate, respectful questions Monitor own and others non-verbal cues and adapt where necessary Prepare written material that is well structured and easy to follow by the intended audience Communicate routine technical information clearly Support a culture of quality customer service in the organisation Demonstrate a thorough knowledge of the services provided and relay to customers Identify and respond quickly to customer needs Consider customer service requirements and develop solutions to meet needs Resolve complex customer issues and needs Co-operate across work areas to improve outcomes for customers Plan and coordinate allocated activities Re-prioritise own work activities on a regular basis to achieve set goals Contribute to the development of team work plans and goal setting Understand team objectives and how own work relates to achieving these Take responsibility for own actions Be aware of delegations and act within authority levels Be aware of team goals and their impact on work tasks Follow safe work practices and take reasonable care of own and others health and safety Escalate issues when these are identified Understand that budgets are limited and must only be used for intended purposes Appreciate the importance of accuracy and completeness in estimating costs as well as calculating and recording financial data and transactions Be aware of financial delegation principles and processes Understand compliance obligations related to using resources and recording financial transactions Display familiarity and confidence in the use of core office software applications or other technology used in role Understand the use of computers, telecommunications, audio-visual equipment or other technologies used by the organisation Understand information, communication and document control policies and systems, and security protocols Comply with policies on acceptable use of technology

5 Project Management Perform basic research and analysis which others will use to inform project directions Understand project goals, steps to be undertaken and expected outcomes Prepare accurate documentation to support cost or resource estimates Participate and contribute to reviews of progress, outcomes and future improvements Identify and escalate any possible variance from project plans