The Director’s Office, Marketing and Communication seeks to appoint a motivated and experienced Personal Assistant to provide secretarial, reception and administrative support to the Director and other professional staff of the Department. The appointee will have excellent organisational, interpersonal and communication skills and high level computing skills.
| Position Title: | Personal Assistant to the Director |
| Vacancy Reference No: | 28413 |
| Closing Date: | 10 October 2008 |
| Department / Division: | Director’s Office |
| Campus: | Gardens Point |
| Classification/Salary Range: | $42 233 to $44 435 pa (HEW4) |
| Plus Superannuation: | 17% employer contribution |
| Status: | Ongoing |
| Contact Name and Title: | Tony Wilson, Director Marketing and Communication |
| HR Contact and Title: | Karen Buffey, HR Advisor |
OUR PURPOSE
The Marketing and Communication Department has corporate responsibility for marketing and public relations as well as providing a range of services to all areas of the University including student recruitment and recruitment events, media relations, advertising production and placement, design and production of print publications, and the design and development of websites.
Reporting to the Registrar, the department works closely with other areas of the University including QUT international and the Development Office.
YOUR OPPORTUNITY
The Personal Assistant is responsible for the provision of high level secretarial, reception and administrative support to the Director and other professional staff in the Marketing and Communication Department. This includes managing the Director’s electronic diary, liaison with internal and external clients and working as a member of a small administrative team.
YOUR KEY RESPONSIBILITIES
Coordination of diary, travel and workflow
- Manage the Director’s electronic diary using Microsoft Outlook Calendar.
- Liaise with internal QUT staff members and representatives from external organisations to schedule meetings including booking of rooms and resources, catering and arranging parking for external clients.
- Ensure that the Director is appropriately briefed on all relevant issues and background information, including the provision of relevant paperwork and briefing notes prior to and in preparation for meetings.
- Assist the Director in prioritising their workload as necessary.
- Organise all travel arrangements for the Director and other professional staff within the Department, including itineraries, airfares, accommodation and travel allowances.
- Facilitate payment of invoices relating to travel, catering and payment claim forms.
Reception, correspondence and records
- Screen all incoming mail, telephone calls, email and reception enquiries redirecting to relevant staff members as appropriate.
- Receive visitors to the Department providing hospitality when necessary.
- Liaise with staff at all levels across the University as well as government, industry and members of the wider community.
- Prepare documents and draft routine correspondence using MS Office Suite
- Circulate material to staff within the Department.
- Photocopy documents for the Director.
- Maintain an efficient records management system (electronic and paper-based).
General Administration
- Provide administrative support to professional staff of the Department.
- Assist with the development, implementation and maintenance of systems and processes to ensure efficient operations of the office.
- Organise functions and events, including invitations, venue bookings, equipment hire, catering and visitor parking.
- Order and maintain office stationery and consumable supplies and ensure that office equipment is in good working order.
- Rotation through different roles within the Department’s Administration Team is expected to cover staff on leave or to provide support in specific areas during peak periods.
- Contribute to the achievement of a positive and effective team environment by participating in work area goal setting and service improvement planning.
- Undertake other duties as specified by the Senior Administration Officer.
YOUR EXPERIENCE AND SKILLS
We are seeking highly motivated, energetic and proactive people to work as part of our dynamic team.
Qualifications Required
To be assessed via applicant’s resume:
- Education, training and/or relevant experience equivalent to completion of an associate diploma level qualification in conjunction with subsequent relevant experience.
Skills and Capabilities Required
You will be assessed on the basis of relevant capability and capacity for the following:
- Demonstrated high level interpersonal and communication skills with proven ability to liaise effectively with and provide excellent client service to a diverse range of people in a professional manner while maintaining confidentiality.
- Organisational skills that enable the appointee to prioritise work, meet deadlines and balance competing demands.
- Demonstrated written communication skills including the ability to draft routine correspondence such as memoranda and meeting agendas and minutes with a high degree of accuracy.
- Advanced computer literacy skills including word processing (Word), spreadsheets (Excel), email and calendar (Outlook) and presentation software (PowerPoint).
- Demonstrated ability to work effectively in a team environment with limited supervision.
Desirable:
- Previous experience in a Personal Assistant role.
HOW TO APPLY
Please provide:
- Application Cover Sheet (doc, 60kb or pdf, 17kb)
- A statement in no more than two (2) pages including examples outlining your suitability for the role referring to key points under “Skills and Capabilities Required”, which directly relate to “Your Key Responsibilities”.
- Your current resume – including the names and contact details of referees.
Forward your application to jobapplications@qut.edu.au quoting vacancy ref no. 28413 by 10 October 2008.
Prior to submitting your application please review information regarding immigration requirements, workplace health and safety, equal employment opportunity, non-smoking policy and relocation available at
http://www.hrd.qut.edu.au/jobs/information.jsp.
After the closing date, you can check the status of the recruitment process. QUT is an equal opportunity employer and employer of choice for women.