Process and Documentation Officer

2 weeks ago

Brisbane, Australia Queensland Fire and Emergency Services Full time

About us

As a department our purpose is to help the community to prevent, prepare for, respond to and recover from the impact of fire and emergency events.

Queensland Fire and Emergency Services (QFES) is the primary provider of fire, rescue and emergency management programs and services throughout Queensland. The department encompasses the Fire and Rescue Service, disaster management services, the Rural Fire Service and the State Emergency Service, and also supports other volunteer groups providing emergency response to Queenslanders.

QFES is one department with many services, many capabilities and many partners.

Purpose of the role

Workforce Support includes the Workforce Liaison; Honours, Reward and Recognition; and Workplace Standards teams. The unit works closely with the regional network of Senior Advisors, Workplace Standards (SAWS) to help achieve its aim of increasing people management capability, reducing instances of poor workplace conduct and increasing positive workplace experience.

Reporting to the Manager, Workforce Liaison, you will be a key member of the team providing the day to day management of incoming correspondence and critical information, and maintain a high level of confidentiality in the preparation, coordination and filing of documentation, using online correspondence and complaints management systems. You will play an integral role in administering these systems and providing reporting to inform programs and project initiatives to meet business and departmental objectives.

Key requirements

Highly desirable requirements
- Experience with provision and preparation of written correspondence in senior executive environment.

Your key accountabilities

Your part in the ongoing success of our department, in supporting key frontline services will see you responsible for a variety of work, including, but not limited to:

- Coordinate and support the administrative functions, including management of correspondence and complaints systems and records to ensure compliance, in accordance with departmental requirements.
- Provide a high level administration support in the complaints and discipline functional areas, including preparing reports to ensure activities are delivered in a timely and efficient manner.
- Monitor, prioritise, register, action and disseminate incoming correspondence to effectively manage critical information, confidentiality, and workflows in the preparation, coordination and filing of correspondence.
- Coordinate and research correspondence, reports, presentations and speeches including proof reading, formatting, quality assurance and preparation of drafts, ensuring accuracy and timeliness to meet departmental deadlines.
- Communicate and liaise with internal and external stakeholders on a wide range of issues in a professional and positive manner to support key processes and service delivery outcomes.
- Provide procedural advice regarding administrative, correspondence and complaints management systems, and undertake reviews and recommend changes to improve processes and outcomes.
- Work autonomously using a high level of initiative and self-motivation to resolve issues and assist in the efficient and effective management of the office.
- Provide administrative support to organisational projects in accordance with QFES Strategic Plan.

Capabilities

To determine your suitability for the role, you will be assessed on the following Leadership Competencies for Queensland behavioural profiles that link to the "key accountabilities" for this role:
Leadership Competency Stream - Individual Contributor (leading self)

Vision
- Stimulates ideas and innovation
- Makes insightful decisions

Results
- Builds enduring relationships
- Drives accountability and outcomes

Accountability
- Fosters healthy and inclusive workplaces
- Demonstrates sound governance

Once you join us we will want you to exemplify the QFES shared values of:

- Respect
- Integrity
- Trust
- Courage
- LoyalyThis work is licensed under a Creative Commons Attribution 3.0 Australia License.

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