Administration Officer

5 months ago

Perth, Australia DFP Recruitment Services Full time

**Job description**:
Our government client is seeking an experienced Administration Officer for an initial temporary casual contract located in their Kensington office. An initial 5-month casual contract will be offered to the successful applicant with a strong likelihood of going on a fixed-term contract direct with the client, and/or permanency.

Title: Administration Officer

Location: Kensington, WA

Rate: $43 per hour plus Super

Duration: Initial 5-month casual contract with likelihood of fixed-term and/or permanency

Hours: Full-time - 37.5 hours

**Role Purpose**
The Administration officer provides broad administrative support to one or more Senior Manager and/or a function, program, team, site or facility.

**Key Duties**

**_Issues Management_**
Provide practical support to the Director(s) on dealing with issues and interactions with key stakeholders and external parties

Ensure prioritised issues for the Director(s) attention are effectively managed

Prepare and review correspondence and reports that deal with routine matters

Monitor and follow up on issues that need to be drawn to the Director’s attention in a timely manner

**_Coordination_**
Assist the Business Unit EO or EA to coordinate material needed for reviews, reports or to respond to information requests

Manage or contribute to administrative projects or issues as necessary (e.g. scholarship program, visiting scientists, publication records)

Coordinate internal and external meetings or other events, including booking rooms, resources, travel, transport, equipment and catering

Prepare meeting minutes and initiate follow‐up action

Provide general administrative support for program, group and team activities

**_Compliance_**
Establish and maintain electronic document management systems in accordance with the department’s record management standards

Maintain registers/logs related to specific operational requirements relevant to the Business Unit’s operations

**_Communication_**
Draft routine responses and correspondence, and monitor follow‐up actions

Develop and maintain functional networks to facilitate effective Business Unit operations

Prepare or assist in the preparation of technical documents and presentation material

**_Diary Management_**

Resolve conflicting appointments and deadlines

**_Travel_**
Assist in or coordinate domestic and international travel arrangements for the Director(s) and other prograM/Function/site staff as required

Acquit travel expenses, and reconcile credit card statements, process payments, and raise invoices as required.

**_Office Efficiency_**
Maintain office supplies and equipment for the site/office/unit

Maintain (site) vehicle pool by scheduling maintenance, record usage for charge‐back journals, and managing bookings.

**_HSE_**
Coordinate HSE matters (e.g. safety contacts) on behalf of the Director(s)

**Capabilities**
- Demonstrated experience in providing secretarial or administrative support to a line manager and/or team in a fast paced and complex environment.
- Demonstrated ability to work effectively in a team, positively contributing to the team environment.
- Demonstrated ability to clearly convey information and ideas, and establish effective interpersonal relationships with a wide variety of people
- Strong organisational skills, able to prioritise demands, and escalate issues when required
- Demonstrated ability to professionally handle sensitive and confidential information, and use appropriate judgment and discretion.
- Ability to work with mínimal direction, and show initiative and adaptability when managing competing demands.
- Ability to quickly adapt to technological, structural and procedural changes and maintain professionalism and flexibility.

**ESSENTIAL CRITERIA**
MUST BE AN AUSTRLIAN CITIZEN

Minimum 2 years administration experience required

Able to obtain a clean National Police Clearance (dated within last 3 months)

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