Administration and Executive Support Officer

**As the Administration and Executive Support Officer, you will**:
Efficiently manage and coordinate the Queensland Ombudsman's and Deputy Ombudsman's day-to-day appointments.
Manage the flow of incoming and outgoing correspondence in a complex and confidential work environment to ensure timelines and quality control requirements are met.
Provide executive support services using Microsoft software and corporate financial, travel and workforce data solutions and workflow, information management and administrative systems.
Resolve day to day operational issues regarding procedures and assist with the review of work practices to maintain high professional work standards while seeking ways for ongoing improvement.
Manage domestic and international travel for meetings, delegations and conferences including researching all associated activities and arranging pre-briefings for these events.
Undertake financial processing activities, including purchasing, reconciling corporate card transactions and processing of travel claims.
Maintain efficient administrative record management processes and systems, prioritising workload effectively.
Liaise effectively with teams within the Office and external stakeholders.
Support collection and reporting of statistics, support projects and arrangements for meetings and events.
Effectively organise meetings/events as required including preparing and distribution of meeting schedules, agendas and secretariat duties in a timely manner. Providing administrative support for recruitment activities.
Provide administrative assistance to the Investigation and Resolution Unit and Executive Services area as required.
Assist with other operational tasks as required.
**You will be expected to**:
model exemplary standards of personal integrity and ethics and demonstrate the Office's values in all interactions internal and external to the Office.
work collaboratively with other team members, participate in meetings and training programs, and actively monitor, review and assist with improvements to policy, procedure, process and administrative practice across The Office and stakeholder agencies
provide support and guidance for a culturally inclusive and safe workplace, ensuring cultural identity and perspectives are valued
adhere to the QO Code of Conduct and values; workplace health and safety legislation; confidentiality policies; all other relevant policies, directives and legislation
meet personal performance expectations and standards
undertake other duties as directed by relevant senior officers.
We will assess your suitability for this role by looking at what you have done previously - the knowledge, ability, skill and experience you have built, your potential for development and how this will benefit this Office.
Within the context of this role, the ideal applicant will be someone who:
**Vision**: Understands how the organisation's role and purpose relates to their own work and the work of the team. Prioritises projects and tasks efficiently, in line with team commitments. Role models professional conduct, positivity, work focus and respect for others. Remains composed under pressure, accepts decision-making responsibility and understands when to escalate issues.
**Results**: Communicates effectively, taking account of the needs of different stakeholders, builds rapport and establishes good working relationships. Achieves results through careful planning and organisation. Coaches and mentors team members to enable the achievement of shared outcomes.
**Accountability**: Supports team members in their work within legislative and policy frameworks. Analyses information, identifies risks and evaluates possible solutions to mitigate risks. Models commitment to improving performance through self-reflection, feedback, sharing expertise and learning.
**Technical expertise**: Sound knowledge and experience in public sector processes. High level written communication skills and interpersonal skills.
Proven ability to work with a wide range of stakeholders, including Aboriginal people and Torres Strait Islander people and other relevant stakeholder groups.This work is licensed under a Creative Commons Attribution 3.0 Australia License.