Virgin Australia Role Description Template

Transcription

1 Virgin Australia Role Description Template Position Snapshot Position Title: Personal Assistant to Head of Flight Operations & Head of Airworthiness Business/Division/Department: Virgin Australia Regional Airlines/Flight Operations & Airworthiness Location: Perth Reports to: Head of Flight Operations & Head of Airworthiness Direct reports: Nil Date: July 2017 Overall Impact Statement This role is responsible for providing the highest level of personal assistance, governance and strategic initiative support to the Head of Flight Operations and Head of Airworthiness. This role plays an important part in maximising productivity and to implement and manage the systems and processed requred for the day to day management of the operations of the team, including efficient diary management, travel planning, disemmination of information, record keeping and adminstrative assistance. Organisation Context Virgin Australia Group is a major Australian airline group that operates domestic and international regular passenger services, charter and cargo services and the loyalty program Velocity Frequent Flyer. It is proud of its reputation for exceptional customer service. The Group employs around 9,500 people in Australia, New Zealand, the United States and the United Kingdom. We pride ourselves on recruiting the right people into the right roles and we re always looking for team members in all specialties to join our award winning team. Virgin Australia Group team members are passionate believers in better. When we live our shared values of Heart, Spirit, Imagination and Collaboration, we can do things that most people would think impossible. As a result every person that we come into contact with; our guests, our customers, our colleagues and the community will feel and experience better outcomes, based on the interactions we have with them. The Flight Operations team is responsible for establishing and maintaining the highest levels of compliance, operational safety and efficiency and to be recognised in the industry as a leader in Flight Operations standards through the pilot and cabin crew team. The VARA Continuing Airworthiness Management Organisation (CAMO) provides Continuing Airworthiness Management services for the Virgin Australia Regional Airlines aircraft fleet. Page 1 of 5

2 Key Accountabilities Diary Management -Diary management and coordination of personal and business appointments -Coordination of meetings, workshops etc. including preparation of agendas and minutes, dissemination and follow up on completion of action items, booking and organising of meeting rooms, technology requirements etc. Customer Service -Screen telephone calls on behalf of the Leaders and redirect as appropriate -Coordinate the flow of communication and information from the Leaders to their teams -Preparation of correspondence including letters, s, faxes etc. and process incoming/outgoing correspondence as appropriate Administration -Mail collection and distribution -Raising of requisitions and receipting and preparation of expense claims -Other administrative duties as required by the team members such as assisting with setting up new staff, travel bookings, training co-ordination, ordering stationery etc. -Filing, photocopying, scanning, printing of documents -Preparation of reports for Exco and Board -Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies Travel Co-ordination -Manage travel and accommodation requirements for Leaders and team as required -Organise travel needs for contractors/ guests as required Page 2 of 5

3 Key Requirements Essential Previous experience in a similar role. Previous experience working with highly confidential information. Previous experience supporting more than one leader. Demonstrated ability to manage confidential information Efficient diary management skills Excellent computer skills, including proficient use of the Microsoft suite of applications, specifically Word, Excel and PowerPoint Strong oral and written communication skills Strong attention to detail Excellent time management and organisation skills Ability to multi-task and work to a deadline Ability to work within a high pressure and frequently changing environment Flexibility and dedication to the role is essential Desirable Previous experience as a PA in fast paced multi-tasking roles within a corporate environment Aviation industry experience Project Management skills Page 3 of 5

4 Competencies Role Competency Requirements Competency Name Behavioural Descriptors Displays a passion for delighting both internal and external customers Seeks to understand customer needs by actively listening to their thoughts and concerns Delight Customers Follows through on commitments to customers (internal and external) Uses digitally enabled technology to delight customers Engages with others, clearly conveying information and facts Participates in 2-way conversations, listening and discussing issues credibly and thoughtfully Communicate and Engage Clarifies own understanding and embraces alternate views Works constructively in and across teams, viewing every interaction as an opportunity to collaborate Connect and Partner Displays passion for sharing knowledge and ideas Informs team about work and progress Welcomes change and remains positive in the face of ambiguity Embrace Change Seeks information to understand change and impacts Demonstrates a change mindset, flexibility and openness Identifies and contributes ideas for improvement Is curious and open-minded to new ideas, perspectives and approaches Innovate and Improve Understands the need for Group to be innovative and drive business improvement Is curious about opportunities in data analytics to suggest improvements in processes Page 4 of 5

5 Embraces diversity and is responsive to different experiences, perspectives, values and beliefs Diversity of Thinking Respects differences and seeks to understand diverse perspectives Voices opinions and new ideas freely Delivers outcomes within standards and guidelines Strategy and Direction Understands Group s purpose and strategy and aligns own work Demonstrates forward-thinking and awareness of immediate consequences of actions Shows energy, enthusiasm and initiative for achieving goals Seeks guidance and support to address obstacles and achieve set goals Drive Business Outcomes Plans work to deliver within expected timeframes Understands and values the skills, knowledge and experiences that others bring Motivate Self and Others Integrates feedback and takes responsibility for achieving own goals Demonstrates a high level of personal motivation to learn Page 5 of 5