Executive Support Officer

Moreton ATSICHS; Windsor; On-site; CAD 76,000 - 82,000; Full time

Job summary

A leading community-controlled Aboriginal Health Service is seeking an Executive Support Officer to provide essential administrative support to the Executive and Operational Management Teams. The role involves managing communications, logistics for meetings, and event coordination, while respecting the cultural values of Aboriginal and Torres Strait Islander peoples. Candidates should possess strong organizational skills, effective communication abilities, and a commitment to working with Indigenous communities.

Benefits

Access to in-house training and development programs

Weekly wellness activities and staff gatherings

Opportunities to participate in community events

Onsite Presto’s Café offering healthy meals

Qualifications

• Current Criminal History Check or willingness to obtain.
• Ability to work sensitively with Aboriginal communities.
• Demonstrated knowledge of Aboriginal Community Controlled Health services.

Responsibilities

• Provide secretarial and administrative support to Executive and Operational Management Teams.
• Manage diary, phone calls, and mail for members of ELT.
• Coordinate venue bookings and event management.

Skills

Executive support

Office management

Event management

Communication

Cultural competency

Tools

Word

Excel

Outlook

Job description

Final assessment:

The job description is comprehensive and well-structured, but it contains some redundant and irrelevant sections towards the end, such as repeated company information and unrelated prompts about reporting fraud and researching careers. These sections detract from the clarity and focus of the core job details.

To improve, I will remove the redundant and irrelevant content and ensure the formatting is consistent and professional, focusing solely on the job description, responsibilities, and requirements.

Refined job description:

$76,073 - $81,506 + Super + Salary Sacrifice

To perform this role it is essential that the incumbent is an Aboriginal or Torres Strait Islander person. It is therefore a genuine occupational requirement under section 25 of the Anti-Discrimination Act 1991.

About Us

The Institute for Urban Indigenous Health (IUIH) Ltd was established by its founding members to provide a coordinated/integrated approach to the planning, development, and delivery of comprehensive primary health care services for Aboriginal and Torres Strait Islander populations within the Southeast Qld Region.

IUIH’s CEO Administrative team works closely with our Executive Leaders Team, providing administrative support and secretarial assistance to ensure the day-to-day office operations run effectively, contributing to the wider organisation.

About the Role

The Executive Support Officer will be responsible for providing secretarial, administrative, and logistical support to Executive and Operational Management Teams. This includes meetings correspondence, diary management, office support services, and logistics for event management, external meetings, and travel.

Day-to-day duties will include:

• Provide secretarial, administrative, and logistical support to ELT and OMT
• Provide secretarial support for meetings and specified committees including agenda, minutes, action checklists, distribution, and follow-up/action, where required
• Diary management support and assistance for ELT as required
• Manage phone calls and mail for members of ELT as needed
• Coordinate papers for signature for members of ELT as needed
• Event management for specified committees including coordinating venue bookings and catering
• Support the management of travel through Pulse Travel
• Assist the Executive Assistant with the day-to-day administration functions of Reception services
• Assist and coordinate booking venues for meetings offsite
• Manage and audit cleaning suppliers for Windsor Office
• Liaise with the Infrastructure Manager regarding maintenance and changes to Windsor Office
• Monitor Windsor Office cleanliness/tidiness and oversee storage and equipment solutions

About You

• Current Criminal History Check or willingness to obtain
• Ability to work sensitively and effectively with Aboriginal and Torres Strait Islander communities, their leaders, and health professionals, respecting traditional culture, values, and ways of doing business
• Demonstrated knowledge of Aboriginal Community Controlled Health services and issues facing these organizations
• Ability to take direction, determine priorities, and manage workloads to meet deadlines
• Executive support and office management skills
• Experience in event management for meetings and conferences
• Proficiency in Word, Excel, Outlook, and ability to learn and instruct others in software use
• Effective written, verbal, and interpersonal communication skills

Desirable, but not mandatory

• Experience working with Aboriginal and Torres Strait Islander communities

What We Offer

We celebrate diversity and welcome applications from all backgrounds, including Aboriginal and Torres Strait Islander peoples, culturally and linguistically diverse groups, the LGBTIQ+ community, veterans, refugees, and people with disabilities.

• Join Australia’s largest community-controlled Aboriginal Health Service
• Access to in-house training and development programs
• Weekly wellness activities and staff gatherings
• Opportunities to participate in community events like NAIDOC and Rugby League Carnivals
• Onsite Presto’s Café offering a variety of beverages and healthy meals