Executive Assistant – Cairns School of Distance Education
Education (Organisation site ( http://qed.qld.gov.au/ ))
Far North Queensland Region, State Schools Division
Cairns School of Distance Education is seeking applications for the role of Executive Assistant for this Temporary Full-Time position. Located right in the heart of Cairns, this position will offer executive and secretarial support, as well as confidential, administrative services to support the activities of the Principal and school.
Image Courtesy of Cairns School of Distance Education ( https://cairnssde.eq.edu.au/ )
About Cairns School of Distance Education
Cairns School of Distance Education is a P-12 school focussed on individualised learning for all students. We have a proud tradition of being a supportive and caring community delivering outstanding educational training and opportunities through innovative technologies. As an Executive Services Officer, you will be part of the team of school support staff ensuring our school is open and ready for business.
As the Executive Assistant you will have responsibility for the following:
Provide confidential administrative and secretarial support to the Principal, including word processing, data base and spread sheet applications and produce advanced desktop published documents.
Oversee the delivery of documentation presented to the Principal, schedule appointments, coordinate and organise meetings, conferences, professional development for staff, room bookings and functions, maintain diaries, take minutes of meetings and distribute to attendees and manage the provision of administrative and secretarial support to conferences as required.
Maintain effective time management practices for the Principal including coordinating diary appointments, prioritising correspondence, preventing unnecessary interruptions and other calendar events.
Monitor and screen incoming telephone calls and correspondence to the office and where necessary direct these to the appropriate areas.
Coordinate the provision of administrative and executive support to conferences and meetings, including organising room bookings, travel, accommodation and registrations.
Coordinate the dissemination of information to office personnel and provide advice regarding office administrative procedures.
Produce advanced desktop published documents and administer ordering and payment procedures.
Prepare draft correspondence, reports and submissions on human resource and financial management issues and maintain and enhance administrative systems and processes to maximise the effectiveness of school services.
Coordinate the records management activities, including records of incoming correspondence and Right to Information requests and monitor the flow of correspondence and provide advice and training in records management to other personnel.
Manage records and other information resources so that information relevant to the school/college and its functions is readily available to clients.
Receive and identify client needs and assist visitors and/or appropriately redirect telephone calls
Assist in preparation and monitoring of budgets, utilising spreadsheets to monitor expenditure and provide reports. Purchase various items for staff using corporate card and maintain all associated paperwork for reconciliation of statements.
Use databases (administration, human resources, and financial management including the SAP system) to process information and produce reports. Maintain OneSchool management and administrative databases for student enrolment and staff.
Supervise and train administrative officers in keyboarding, reception and telecommunication services and other functions as required.
On behalf of the Principal, liaise with government, business, industry, parent and education bodies, with a focus on a high level of client services.
Manage international and domestic travel for all staff, prepare international travel applications including general briefing notes to the Minister, and prepare international reports. Manage associated paperwork including purchasing requisitions and financial transactions information.
When working in regulated employment an employee must have a current Working with Children Clearance (blue card) issued by Blue Card Services.
To apply please attach the following:
A brief resume including contact details for 2 referees (one of whom should be your current supervisor)
A maximum 2 page written response outlining the skills and knowledge you will bring to the role.
Applications remain current for 12 months from the closing date and may be considered for appointment to identical or similar vacancies within the Department.
Applications from recruitment agencies will not be accepted.
Employees affected by workplace change will be considered on merit.