Business Manager Support Officer

2 weeks ago

Brisbane, Queensland, Australia TAFE Queensland Full time
Business Manager Support Officer (AO3)
TAFE Queensland SkillsTech - Acacia Ridge Training Centre
1x Temporary, Full-time position until 31st May 2024

Job Reference:

TQ

Your Opportunity:

As the Business Manager Support Officer, you will contribute to the positioning of TAFE Queensland SkillsTech as the lead provider of trade and technical training by:

  • providing effective, efficient and confidential executive and administrative support to the Business Manager;
- providing financial and office management services to support educational delivery; and

  • Working collaboratively with the local and broader Educational Delivery Support teams, providing additional support in accordance with operational needs.
This position reports directly to the Business Manager.

Key Responsibilities:

  • Contribute to the success of the organisation through promoting and modelling SkillsTech's core values and Agreed Behaviours and the established TAFE Queensland values of Working Together, Focussing on our Customer, Taking Responsibility, Showing Initiative, and Safety First.
  • Provide confidential and effective executive support to the Business Manager, including but not limited to:
  • coordination of meetings with internal and external stakeholders, including arranging room and video-conference bookings, if required, and the preparation of appropriate documentation relevant to the meeting;
- recording of telephone messages, ensuring accuracy and adequacy of information;
- coordinating vehicle bookings;
- assisting with other relevant tasks and ad-hoc projects, as required (e.g. preparation for annual Teacher Orientation week etc.).

  • Assist the Business Manager, educational delivery teams and the Educational Planning unit in the completion of educational planning activities, including the population of planning documents, preparation and maintenance of electronic training and assessment strategy (eTAS) documentation and educator profile updates.
  • Work collaboratively with other Region business units, particularly the Educational Planning, Client Services and Executive Services teams, in order to ensure:
  • clear and concise communications regarding new, amended or cancelled educational delivery;
- the completion of associated documentation within required timeframes; and
- consistent and 'best practice' approach with respect to executive support practices and protocols.

  • Assist the Business Manager with the administration of tasks associated with human resources activities, including:
  • populate and upload completed Performance Planning and Development documentation to the relevant TAFE Queensland educator profile management system and maintain the accuracy and currency of the local tracker associated with this task;
- coordinate the completion, and collation, of Educator Overtime Agreement forms (bi-annually) and Non Attendance Time planners (annually), ensuring adherence to relevant industrial provisions and specified timeframes; and
- the completion and reconciliation of educator overtime claims, ensuring accuracy and submission within relevant payroll cut off timelines.

  • Coordinate procurement and purchasing activities, including the ordering of stationery, personal protective equipment (PPE) and catering supplies; negotiating effectively with suppliers; monitoring the status of pending material orders and initiating followup where required, and maintaining appropriate records (e.g. invoices) to assist the Business Manager with the reconciliation of corporate card transactions.
  • Provide effective administrative services to support the daily operations of the educational delivery team/s, including:
  • preparation of routine correspondence, including briefing notes for travel, distance delivery and educator professional development activities;
- monitoring of Recognition of Prior Learning (RPL) activities, including the maintenance of accurate records to facilitate tracking of allocation and completion;
- coordination of team meetings including agendas, minute taking and distribution of information;
- logging of maintenance requests for general building issues;
- maintaining effective record management, tracking and filing systems;
- receiving and directing communications, correspondence and enquiries; and
- undertaking general administrative and office management functions as required.

  • Provide additional support and assistance to the local Educational Delivery Support (EDS) team, and the broader EDS business unit, based on operational requirements and ensuring that all required paperwork relevant to the EDS function is actioned by the Business Manager in a timely manner.
  • Utilise computerised software and systems to support Educational Delivery functions including the Microsoft Office Suite, student management system and other relevant computer based systems and databases.
- Proactively participate in local Performance Planning and Development (PPD) processes, seeking opportunities for self-

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