Executive Services Officer

6 days ago

Ipswich, Australia Education Full time

TRACER is a specialist human resources unit based in Ipswich, working to support Queensland state schools by sourcing and booking replacement teachers. The team is committed to providing quality services to clients to ensure quality relief teachers for our schools now and in the future.
To help the TRACER Unit in achieving its goals, we require an experienced Executive Services Officer to provide quality administrative services to support the team and operations of the Manager.
Your role

**Responsibilities include**:

- Maintain effective time management practices for senior management, including coordinating diary appointments, prioritising correspondence and responding to outstanding queries and requests for information.
- Provide a comprehensive range of executive and administrative support services including preparation of accurate and timely reports, correspondence and other documents, financial management, and procurement.
- Sound level of understanding in financial management principles including procurement guidelines and experience in using departmental financial system or similar financial system.
- Assist in the identification of the developmental needs of staff and coordinate the delivery of staff training and development.
- Develop, implement and review executive support systems and procedures within the branch to ensure that they operate in accordance with departmental requirements and standards.
- Maintain a high level of accuracy in all correspondence and administrative documents, using appropriate software programs and adhering to departmental standards.
- Encourage an environment in which high quality services are delivered by continually seeking improvements in administrative systems and processes and leading by example.
- Monitor progress and report to senior management on various projects, undertake investigation, research and analysis of sensitive and confidential matters as requested.
- Coordinate records management activities, including records of incoming correspondence and Right to Information requests and monitor the flow of correspondence.
- Coordinate travel arrangements and handle with a high level of accuracy corporate card payments and reconciliations, using appropriate software programs and adhering to departmental standards.

**Other responsibilities**:
Other suitable duties, consistent with the duties and responsibilities of the position as directed by the supervisor or nominated delegate

**Our ideal applicant will have the following qualities**:

- be highly organised with excellent organisation & time management skills
- have the ability to manage competing priorities
- be a confident communicator with the ability to support positive relationships with colleagues, clients & stakeholders
- have excellent written and verbal communication
- confident in using excel for reporting purposes.

Please refer to the attached role description for any mandatory requirements for this position.

**To Apply**:

- Attach a brief resume including contact details for 2 referees (referees should have an understanding of your relevant work history)
- Attach a 2-page written statement in response to the attached role description.

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.
When working in regulated employment an employee must have a current Working with Children Clearance (blue card) issued by Blue Card Services.
Salary rate shown is reflective of full-time (1.0 FTE).
The Department of Education is a family inclusive workplace. Click here to find out more about our Inclusion and Diversity strategies.This work is licensed under a Creative Commons Attribution 3.0 Australia License.

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