Board Secretariat Administrator

POSITION NUMBER

3575
- DEPARTMENT

Office of the Chief Executive
- ROLE TYPE

Non-teaching
- JOB TYPE

Full time
- CONTRACT

Ongoing
- LOCATION

Preston
- APPLICATIONS CLOSE

05 February 2023**BOARD SECRETARIAT ADMINISTRATOR**:

- **Annual Salary (PAACT 6) $77,169 - $82,836 + Superannuation**:

- **Be a key member in a small team, supporting our board of directors and executives in secretariat, governance and administrative functions.**:

- **Melbourne Polytechnic offer flexible working, with this role being based out of our Preston Campus. We are close to public transport and provide secure onsite parking, onsite Café & restaurant with a gym facility, hair salon & we are only a 2-minute walk to Preston market.**

**About the Organisation**:
Melbourne Polytechnic is a learning organisation that has been delivering vocational training since 1912. Learning at Melbourne Polytechnic is a unique experience with an applied focus. delivered by teachers with real-world experience and expertise.

At Melbourne Polytechnic we are committed to providing high quality, innovative, applied and future focused, purposeful education and training to students, industry and communities. Our teachers are passionate and established in their professions and look guide students in theirs. We know that circumstances can create barriers to learning, so we offer our students personalised pathways, flexible study options and learning support.

***:
**About the role**:
The role of the Board Secretariat Administrator is to provide high-level executive secretarial and administrative support to Melbourne Polytechnic's Board Secretary and Senior Governance Officers of the Board Secretariat. The position is a critical enabler of the Board Secretariat's ability to coordinate, prioritise its work and engage with key internal and external stakeholders.

This position reports to the Board Secretary, who will provide oversight and direction on all executive secretarial and administrative functions.

**Duties**:

- Arrange and manage meeting preparations for the Board Secretariat (including scheduling and invitations, venue, catering, IT support, etc).
- Assist the Board Secretariat with preparing and compiling meeting documents and presentations, including for Board and committee meetings, and with electronic distribution of agendas and agenda papers.
- Coordinate the flow of documentation between the Board Secretariat and the Board and its committees, the Executive Leadership Team, and other internal and external stakeholders as required.
- Prepare reports, briefings, presentations, correspondence and other written materials including operational advice for and on behalf of the Board Secretariat.
- Maintain suitable records of meeting documentation and decisions, including managing agendas and taking minutes of meetings as required, and ensuring decisions requiring action are communicated appropriately to the Executive Owner, the Executive Leadership Committee, other standing committees, the Board Secretary and key stakeholders.
- Maintain and update various registers maintained by the Board Secretariat, including those related to Board and committee meetings and Directors’ lists, as well as wider governance policies and procedural requirements.
- Maintain the content relating to the Melbourne Polytechnic Corporate Governance website, to ensure it is regularly reviewed and updated.
- Maintain an up-to-date and sound knowledge of relevant governance policies and the implications they have within Melbourne Polytechnic with the ability to advise on said policies when required.

**Skills and experience required**:

- Relevant tertiary qualifications (preferably in areas of law, corporate governance, business administration and/or education) and/or at least 5 years’ experience as an executive assistant to a senior executive in a large organisation, preferably in the areas of tertiary education, and/or governance.
- Demonstrated ability and experience in board and committee support, and/or governance.
- Demonstrated high-level computer skills using a range of software packages including but not limited to the Microsoft Office suite of products (Word, Excel, PowerPoint), SharePoint, and a demonstrated ability to embrace new IT environments.
- Strong written and verbal communication skills with attention to detail, together with a high level of professionalism.
- Strong conceptual and analytical ability and strong skills in problem solving, planning, organising and working autonomously.

**How to apply**:

- Current CV
- Cover Letter
- Key Selection Criteria response

Key Selection Criteria can be found in the Position Description at the bottom of the page.

**_ Diversity and Inclusion _**:

- Melbourne Polytechnic is proud to be an equal opportunity employer committed to being a child safe organisation, by ensuring that children and young people are protected from abuse or harm. _

**_ Vaccination Requirements_**:

- The COVID-19 Mandatory Vaccin