Administration Officer

**POSITION DESCRIPTION
**Position **Administrative Officer

**Position Number **1504I01** Level/Classification **HEW0405***

**Reports to **Administrative Coordinator

**Unit **University Secretary’s Office

**Directorate **Professional Services

**Positions Supervised **Nil

**Position Purpose**

The primary purpose of this role is to provide timely, efficient, and effective administrative
support and advice to the various teams within the University Secretary’s Office.

**About Murdoch University**

Murdoch University helps people discover how to make a difference, through education and
research endeavour, and remains one of the most inclusive universities in the country,
providing students with quality education and recognised academic standing within an
engaging and caring environment. We are a university for all, irrespective of background and
social standing with a focus on social equity, self-direction and freedom of thought and belief.

With strong links to government, business and the community, Murdoch University helps
people discover how to make a difference. We are a young, innovative and enterprising
university with more than 23,000 students and 1,700 staff across Perth, Singapore and Dubai.
We are committed to high quality education, innovative research, and strong community
engagement both locally and internationally.

Our Strategic Plan and Future Horizon 2017-2027 outlines an ambitious blueprint for
development and growth, with a focus on one purpose: to be a creative force for current and
future generations.

We are clear about our two core goals: to educate free thinkers who thrive in society and are
sought after by employers; and, to provide life changing solutions for the world’s big
challenges through our outstanding translational research and innovative practice.

**About the Work Area**

The University Secretary's Office reports to the Vice Chancellor. The University Secretary's
Office includes the Governance Services, Records Management and Archives and the Legal
Teams (including Subsidiary Company support).

As leaders in governance and providers of high-level advice across the University, the
University Secretary’s Office team advises and guides University staff and Senate (governing
body) through a range of linked, specialist service areas to help them achieve their objectives
while protecting the University’s interests. Our service areas include:

- Governance services (committees).
- Complaints.
- Student Appeals.
- Legal services.
- Records Management and Archives.
- Freedom of Information.
- Staff, Student and Graduates of the University elections; and
- University history.

**Reporting Relationships**

University
Secretary

Administrative
Coordinator

Senior
Administrative

Officer

Administrative
Officer (2)

**Key Responsibilities/Duties
1. Under the general direction of the Administrative Coordinator, provide
administrative support to all teams in the University Secretary’s Office.

2. Maintain the Legal Services database ‘Content Manager’, including
security/permissions and data integrity checks.

3. First point of call for all legal queries from University staff and externals. Provide
advice on the legal request process including preparation of relevant
documentation.

4. Assess incoming legal requests from across the University, ensure sufficient
information is received prior to referral to legal team.

5. Under the general direction of the Administrative Coordinator respond to sensitive
matters such as subpoenas, requests from external lawyers and complaints from
external bodies.

6. Create and maintain the content of the University Secretary’s Office websites,
including Senate, Academic Council, and their sub-committees.

7. Maintain the Policy & Procedure Management System (PPM) including:
a. updating documents as requested.
b. updating and reviewing system user permissions.
c. conducting integrity checks on documents and follow through with any

changes; and
d. maintaining the Dictionary of Terms.

Murdoch University Position Description - Professional Positions

8. Coordinate statistics relating to the University Secretary’s Office activities for
reporting purposes. Prepare reports including analysis of the data.

9. Arrange travel bookings for University Secretary’s Office staff and Senate members
as and when required using the University’s travel system.

10. Under the general direction of the Administrative Coordinator, conduct elections
for staff, students and graduates to Senate, Academic Council, Colleges, Students,
and other University bodies as required.

11. Be responsible for recordkeeping within the Office, including central filing and
archiving and maintaining electronic and paper filing systems to ensure efficient
storage, distribution, and retrieval of documents.

12. Undertake other duties as directed.

**Selection Criteria**

**Essential**

1. Completion of a Degree or relevant Associate Diploma level qualification with at l