Administration Support Officer

**Key responsibilities**:

- Provide administrative support to the Executive Director - Finance, Property and Enterprises, including, but not limited to:

- Effective and efficient coordination of meetings including room bookings, video | teleconference facilities and catering.
- Track action items and items that have been delegated and follow up tasks on behalf of the ED.
- Coordinate and facilitate twice weekly stand up meetings of managers
- Management and writing of correspondence and preparation of reports and presentations as required.
- Manage all other day to day requests relating to the FPE Group.
- Review and approve invoices for the FPE Group as per delegation authority.
- Provide administrative support to the Finance Investment Property Board (FIPB) and The Uniting Church in Australia Property Trust Chairs of these governance bodies, including, but not limited to:

- Co-ordinate board meetings (both onsite and offsite), including room bookings, video | teleconference facilities and catering.
- Prepare the agenda for each meeting in consultation with EDSR&A and Strategic Risk Manager, liaising with presenters and following up submissions.
- Review board papers, including proofreading all documents including formatting changes to ensure all documents are of a high quality.
- Attend meetings, take minutes during and distribute minutes post meeting, including communication of resolutions.
- Provide ad hoc executive assistance to the FIPB Chair, including arranging meetings and interviews.
- Proactively screen the Executive Director from unnecessary interruptions and use discretion to redirect enquiries as necessary, whilst maintaining a high level of professionalism
- Have oversight and coordination of information and administration flow for the Executive Director and develop productive relationships at all levels of the Synod office.
- Assist with the recruitment of and managing the onboarding of new team members.
- Act as a point of knowledge and liaison within the FPE Team, including providing support, guidance and training of the FPE Team on systems use.
- Positively contribute to leadership and the culture of the FPE Team.

**Selection criteria**:
Qualifications:

- Diploma of Business or similar is an advantage.

Experience and skills:

- Extensive demonstrated experience as an Executive Assistant supporting senior managers
- Demonstrated ability to provide high level executive support within a multi-faceted environment
- Proven ability and experience in effectively managing and prioritising a diverse range of administrative functions and associated activities for executive staff including the ability to initiate, determine and follow-up work priorities within mandated deadlines
- Demonstrated extensive meeting management experience and advance minute taking skills (organise meetings, prepare and distribute agendas, minutes and other materials) with a high attention to detail
- Proven ability to utilise a high degree of initiative, decision making skills and negotiation skills and reliability in operating independently and confidentially, with an ability to discriminate between alternative courses of action.
- Be personable with a commitment to building strong relationships with key stakeholders/customers across the Church and its agencies, boards and committees of the Synod.
- Demonstrated attention to detail, timeliness, analytical and focussed on outcomes.
- Demonstrated ability to clearly communicate orally and in writing with others and manage competing views.
- Demonstrated ability to act with impartiality and honesty.
- Commitment to working within the purpose and values of the Uniting Church in Australia, Queensland Synod and adhering to the policies, organisational requirements and processes.

**Additional requirements**:

- Inter/intra state travel, working out of hours, attendance at Synod in Session is expected.
- The successful applicant must be eligible to legally work in Australia and proof of eligibility may be requested.
- Behave in accordance with the values of the Office of the Synod.
- Uniting Church in Australia, Queensland Synod is committed to being a child safe, child friendly organisation and for all children who come into contact with our services we will provide welcoming, safe and nurturing services, prevent child abuse and neglect within our services and appropriately and immediately address child abuse and neglect if it does occur._