Administration Support Officer

Australasian Fire and Emergency Service Authorities Council; City of Melbourne; Hybrid; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Hybrid work balance

Salary packaging options

Job summary

Australasian Fire and Emergency Service Authorities Council in East Melbourne seeks an Administration Support Officer to assist AFAC’s National Capability Directorate with project coordination, governance reporting and data management across national programs.

The role requires strong organisational, communication and MS Excel skills, with the ability to work both autonomously and collaboratively in a hybrid WFH/office environment. Salary packaging options are available.

Qualifications

• Experience in an administrative support or project coordination role.
• Ability to write briefing papers and reports.
• Strong data management and MS Excel skills.
• Excellent communication and stakeholder liaison abilities.
• Proven ability to work autonomously and in a team.

Responsibilities

• Maintain project management plans, budgeting reports, contracts, risk registers, and SharePoint.
• Provide secretariat duties for collaboration groups including meetings, agendas, papers and records.
• Collate, maintain, analyse and report deployment data.
• Produce and maintain regular governance reporting with Manager, Operations.
• Escalate issues to senior leadership with recommendations.
• Engage with project stakeholders and maintain communications.
• Develop communication materials and maintain website information.
• Collaborate across AFAC and supporting directorates to deliver outcomes.

Skills

Project coordination

Data management

MS Excel

Communication

Team collaboration

Tools

SharePoint

Zoom

MS Teams

Whiteboarding

Job description

Australasian Fire and Emergency Service Authorities Council – East Melbourne VIC

Australian and New Zealand National Council for fire and emergency services in East Melbourne

Flexible working environment, supporting a hybrid WFH/Office balance

Competitive remuneration including salary packaging options

Contribute to Australia and New Zealand’s fire and emergency services sector

About AFAC

AFAC is Australia and New Zealand’s Council for Fire and Emergency Services and represents 34-member organisations who are totalling 295,000 firefighters and emergency workers.

AFAC seeks to amplify the collective capability and capacity of emergency management organisations. Through connection, collaboration, and innovation, they support members to advance the safety and resilience of communities.

AFAC has several business units that facilitate a broad range of activities on behalf of its members.These include professional services, aircraft contract management, cross border deployment of emergency services personnel and other nationally significant activities such as management of the national conference and National Emergency Services Memorial.

About the Role – Administration Support Officer

The Administration Support Officer will be supporting AFAC’s National Capability Directorate which is responsible for coordinating a number of nationally significant projects and programs for AFAC and the Fire and Emergency Services sector. These include:

• National Resource Sharing Centre
• National Aerial Firefighting Centre
• AFAC Operations collaboration groups

We are looking for an organised and detail-oriented individual to join our National Capability team who has top notch project coordination and collaboration skills. This position reports to a Manager in Operations.

As our Administration Support Officer you will also:

• Maintain project management plans and other planning documents (budget reporting, contracts, risk registers, SharePoint).
• Provide secretariat duties for relevant collaboration groups, including preparation of meetings, agenda, papers and record keeping.
• Collate, maintain, analyse and report on relevant deployment data.
• In conjunction with the Manager, produce and maintain regular reporting to relevant governance committees.
• Escalate project issues and recommendations to senior leadership as appropriate.
• Maintain engagement with relevant project stakeholders.
• Assist in developing communication products and maintaining website information.
• Work collaboratively across the AFAC Supporting Operations Directorate, and all AFAC directorates to deliver outcomes.

About You

The successful applicant will possess:

• Sound experience in an administrative support or project coordination role or that of a similar nature.
• Developed written and verbal communication skills including ability to write briefing papers and reports.
• Confident in data management including use of MS Excel.
• Proven ability to work both autonomously and collaboratively in a team environment.
• Demonstrated experience working with collaborative online software tools (e.g. Sharepoint, whiteboarding, Zoom/MS Teams).
• Excellent communication skills to liaise with key stakeholders.
• Strong organization skills with the ability to prioritize and meet conflicting deadlines.
• Excellent attention to detail.
• Can do attitude, good work ethic, quick turnarounds, collaborative with a flexible and proactive approach.

The Culture at AFAC

AFAC is a vibrant, active and flexible workplace.AFAC is a not-for-profit organisation based on an all-inclusive collaboration model and office values of respect, communication, results and teamwork.

At AFAC, we are committed to fostering an inclusive culture; valuing diversity and ensuring a safe and respectful workplace.