Executive Assistant
2 days ago
The Office of the Queensland Ombudsman investigates complaints about the actions and decisions of Queensland government departments and agencies, local councils and publicly funded universities; and works with agencies to improve their decision-making.
We acknowledge our role in protecting and promoting human rights. Recruitment decisions are made in a way that protects these rights.
**Responsibilities could include**:
- Efficiently manage and coordinate the Queensland Ombudsman's and Deputy Ombudsman's day-to-day appointments, taking a proactive approach to organising meetings and providing secretarial support to ensure the executives are appropriately pre-briefed.
- Manage the flow of incoming and outgoing correspondence in a complex and confidential work environment to ensure timelines and quality control requirements are met.
- Manage domestic and international travel for meetings, delegations and conferences including researching all associated activities and arranging pre-briefings for these events.
- Provide high level executive support services using Microsoft software and corporate financial, travel and workforce data solutions and workflow, information management and administrative systems.
- Undertake financial processing activities, including purchasing, reconciling corporate card transactions and processing of travel claims.
- Provide support as required to coordinate ministerial correspondence and documents, distribution of correspondence and other documents, follow up on outstanding items and preparation of documents for approval.
- 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.
- Prepare, generate and distribute relevant documents (agenda, reports, correspondence, etc.), coordinate attendance (staff, presenters, etc.) and confidential minute recording and distribution.
- Maintain knowledge, technical proficiency and skills appropriate to the role including compliance with appropriate legislation, policies, procedures and protocols.
- Undertake basic research and participate in projects, agreements, plans and data collection/analysis as re required.
- Provide administrative assistance to the Investigation and Resolution Unit and Executive Services area as required.
- Other duties as required.
**The ideal applicant will be someone who demonstrates**:
**Vision**: Understands how the purpose and role of the organisation relates to their work and the work of the team. Demonstrates flexibility, insight and judgement in decision-making, remains composed under pressure.
**Results**: Listens to understand what is needed and communicates effectively, taking account of the needs of different stakeholders. Achieves timely results through planning, persistence and professional conduct.
**Accountability**: Is experienced in working with legislative and policy frameworks; and demonstrates a commitment to improving performance through feedback and learning.
**Technical expertise**: Proven reliability in meeting deadlines and commitments, with a demonstrated ability to contribute to the teams' success through prioritising work, retaining knowledge, displaying initiative and personal responsibility, and working cooperatively.
Please ensure you download all the attachments and follow the instructions listed under the heading 'Interested in applying' on the Role description.
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