Executive Coordinator

About us

The Queensland Fire Department (QFD) provides fire prevention, preparedness and response services to fire in the built and landscape environments, as well as scientific and specialist capabilities to Queensland communities. The QFD provides a multi-hazard emergency response, including road crash rescue, bushfire, hazardous material, technical and vertical rescue, severe weather incidents, remote and swiftwater rescue, and provides a number of functions supporting community safety outcomes.

The department encompasses Queensland Fire and Rescue (QFR), Rural Fire Service Queensland (RFSQ), as well as the broader department which work together to pre-empt, prevent, mitigate and manage the consequences of fires and other emergencies on Queensland communities and support our large volunteer membership across the state.

The QFD is an organisation that is committed to reframing the department's relationship with Aboriginal and Torres Strait Islander peoples, communities, and organisations through activities identified in the QFD Reframing the Relationship Plan, contributing to Closing the Gap outcomes and building our cultural capability.

Purpose of the role

The Office of the Commissioner provides strategic operational and corporate advice to the Commissioner and the Executive Leadership Team in relation to initiatives and/or matters impacting the department, to enable effective decision-making that enhances operational capability and services, and ensures the achievement of key commitments and objectives.

Key requirements

Highly desirable requirements
- Experience with provision of business and high-level administrative support in a 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:

- Provide a professional standard of confidential administrative and business support in a fast-paced and sensitive working environment to ensure the responsibilities and statutory obligations of the Commissioner are achieved, this will include screening and monitoring phone calls
- organising tours, workshops, conferences, and/or international travel and other executive events
- facilitate the timely provision, coordination and quality assurance of meeting documentation
- ensuring compliance and governance is maintained.
- Communicate, collaborate and liaise with internal and external stakeholders on a wide range of issues affecting the Commissioner and department in a professional and positive manner.
- Coordinate the administrative workflow of business operations including inward and outward flow of written and other information, and manage the effective dissemination of requests by determining action and priorities.
- Maintain and disseminate information on protocols, procedures and systems in use for dealing with the work of the Commissioner.
- Stay informed on a wide range of policies and delegation levels which include financial, procurement, and human resource procedures, and mentor and provide procedural advice and direction to executive support staff across the department.
- Provide secretariat support as required to meetings and committees by preparing agendas, recording and circulation of minutes and follow up on actions and outcomes.
- Lead the development, implementation and review of administrative systems (including records management, recording and reporting systems) to improve processes and outcomes for the coordination and communication of information.
- Actively contribute to a positive and inclusive team environment, and operate with a high-level of autonomy and initiative in undertaking research and formulating options to resolve issues regarding the operations of the Office of Commissioner.

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 QFD shared values of:

- Respect
- Integrity
- Trust
- Courage
- Loyalty
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