Senior Operational Support Officer Job at FLINDERS UNIVERSITY

About Flinders

Our bold vision, reflected in our Strategic Plan: Make a Difference: Agenda 2025, is to be internationally recognized as a global research leader, an innovator in contemporary education, and the source of the most enterprising graduates from Australia.

To achieve this ambition, we recently made a significant organizational change to a six-college structure with professional alignment of staff and services.

We recognize that the key to our success is exceptional people and we are looking for an exceptional individual to join our transformed university team.

Type of employment:
Fixed term (Fixed term)

Position Summary

Availablity:
Fixed term until 2024 | Full time

Pay level
Higher Education Officer Level 6

Wage scale:
$82,923 – $88,414 per year

Pertaining to:
executive officer
Rural and Remote Health SA & NT

Summary:

Under broad general supervision, the Senior Operational Support Officer is responsible for coordinating a range of complex administrative and organizational duties and functions, for and on behalf of the Dean’s, Rural and Remote Health leadership team and Rural and Remote Health (RRH).

A primary objective of the position is to ensure that a range of incoming queries and general inquiries across all functional areas are progressed and resolved in a timely and efficient manner, either directly or by referral.

The position will be responsible for diary management, travel bookings, meeting and event management, preparation of correspondence and other duties necessary for the day-to-day functioning of the HR management team. .
As a member of the College of Medicine and Public Health (CMPH) Operational Support Team, the Senior Operational Support Officer will also bring a rural and remote health perspective to the overall operations of the College.

The position can be located on any rural/remote SA or NT campus across the RRH footprint:

Barossa Valley | Mount Gambier | Murray Bridge | Nuriootpa | Note | Port of Victor | Alice Springs | darwin | Katherine | Nhulunbuy | Tennant Creek

Main responsibilities of the position

The Senior Operational Support Officer is responsible for:

  • Coordinate inbound and outbound communications on behalf of the Dean, HRM and HRM Leadership Team and ensure matters are progressed and resolved in a timely and efficient manner and in accordance with relevant corporate policies, practices and protocols University, including:
    • respond to inquiries in a timely and efficient manner and initiate communication;
    • seek and provide advice and information on complex issues;
    • monitor the flow of correspondence and prepare draft responses, briefing materials, notes and presentations as required;
    • coordinate the progress of files, monitor responses and initiate follow-up actions; and
    • ensure that all records are maintained and up to date.

  • Provide a range of support services to the Dean, HRM and HRM leadership team in a timely and efficient manner, including but not limited to:
    • email management;
    • calendar management;
    • prepare, edit and distribute professional quality written materials, including correspondence, reports and presentations; and
    • organize a range of events, conferences, receptions and special events on behalf of the Dean, HRM and HRM management team.

  • Provide executive support to staff meetings and committees and/or working groups. This includes planning, managing diaries, preparing agendas, taking minutes, and carrying out follow-up work as needed.
  • Assist senior managers in preparing and compiling diverse and complex reports, presentations and management documents, providing reference materials and/or helping to write drafts as needed.
  • Provide communication and organizational support for external relationships relevant to executive/senior leadership.
  • Contribute to the development and improvement of administrative systems, processes and practices and operational requirements that support the operations of the Dean, HRM and HRM leadership team.
  • As required, arrange and provide support to external visitors, including travel, accommodation, function logistics and workspaces as required.
  • Any other responsibilities corresponding to the level of the role assigned by the supervisor and/or the University.

Capabilities of the key position

  • Relevant higher degree or equivalent combination of experience and/or education and/or training.
  • Well-developed written communication skills with the ability to prepare correspondence, agendas, minutes, briefs and other documents and respond to inquiries independently.
  • Strong, effective and diplomatic interpersonal and oral communication skills and ability to relate to a wide range of staff at all levels.
  • Demonstrated experience in providing high-level administrative services, including an ability to exercise judgment, initiative and confidentiality to ensure high-level support for senior management activities.
  • Demonstrated commitment to high quality results, including attention to detail, the ability to gather and analyze information from a wide range of sources, and an ability to relate tasks to the larger context.
  • Demonstrated experience in the organization and administration of events or receptions.
  • Strong problem solving skills and the ability to work with broad supervision to identify and prioritize tasks and meet deadlines.
  • Solid knowledge of contemporary administrative systems, software and practices, and experience in interpreting and applying a range of relevant policies and procedures within a large and complex organization.
  • Demonstrated ability to work collaboratively within a team to deliver operational services in a high volume work environment and achieve strategic results.
  • Demonstrated commitment to education, health and general workforce development in rural and remote communities. (Desirable)
  • Identifies as Aboriginal and/or Torres Strait Islander. (Desirable)

Prescribed conditions of employment

  • A valid National Police Certificate satisfactory to the University will also be required before the successful candidate can commence the position.
  • Flinders University has introduced a COVID-19 Vaccination Policy which requires all new staff to be current on their COVID-19 vaccinations, subject to medical exemptions and limited exemptions.
  • If based in SA | It is a requirement of this position that the incumbent maintain a current check for working with children which is satisfactory to the University in accordance with the Child Safety (Prohibited Persons) (SA) Act 2016.
  • If based in NT | Northern Territory Government legislation (the Child Care and Protection Act 2007) now requires that all persons engaged in employment relating to children or whose duties involve, or are likely to involve, contact with a child, hold a valid “authorization to work with children” (Ochre Carte). This position involves work related to children and is assessed as requiring a work with children authorization / ocher card.

How to register

Please review the abilities of the key position above and submit a statement of suitability of no more than 3 pages that meets the criteria. Applications without a declaration of suitability may not be considered. For more information, please see our How to Apply page.

For more information regarding this position, please contact Amy Schulz.

Information for applicants:

A valid National Police Certificate satisfactory to the University will also be required before the successful candidate can commence the position.

We seek to increase diversity to improve equal opportunity for employees, and therefore encourage applications from women, persons with disabilities and/or of Aboriginal or Torres Strait Islander descent to apply.

Please note that late applications and applications sent through agencies will not be accepted.

Closing of applications at 11:59 p.m.:

Sep 25, 2022