Administrative Assistant, Campus Services

Location
Cairns, Australia
Posted
22 Jul 2019
End of advertisement period
04 Aug 2019
Ref
16821
Contract Type
Permanent
Hours
Full Time

Position Overview

The Administrative Assistant, Campus Services acts as a first point of contact for the Estate Directorate on the Cairns Campus providing support for the cleaning, security, parking, vehicle hire and keys management services ensuring the delivery of outstanding customer service to the University community.

Division of Services and Resources

The Division of Services and Resources comprises a number of Directorates and Offices, including Financial and Business Services, Estate, Human Resources, Quality, Planning and Analytics, Information and Communications Technology and the Health, Safety and Environment Unit, whose activities foster and promote innovation and best practice in the delivery of its services and provide the frameworks and support to assist the Academy and Service Divisions achieve their goals and objectives.

The Division is responsible for overall strategy in relation to: planning, performance and budgeting framework; strategic procurement; financial and human resources; ICT services; business intelligence and statistical reporting; strategic commercial activities, including in relation to the Controlled Entities, the Discovery Rise project and Retail outlets; quality enhancement and policy framework; capital infrastructure planning and maintenance and delivery of capital projects for ICT and the Estate; health and safety management and compliance; provision of campus services including cleaning, grounds maintenance, security and student accommodation.

The Division has a strong customer service ethic and continuous improvement culture. We are receptive to new ideas and ways in which we can enhance our delivery of services for the University.

Estate Directorate

The Estate Directorate delivers a comprehensive estate management service in support of the University’s teaching, learning, research and engagement goals. The Directorate achieves this through the provision of master planning, space optimisation and timetabling, development and construction, campus services, asset services, infrastructure services, energy management and sustainability. The continuous improvement in the delivery of these services is essential for the provision of an engaging and safe environment for the University community to live, study, work and play.

Organisational Charts

James Cook University

Division of Services and Resources  Estate Office 

Principal Accountabilities

  1. Respond to front counter and telephone enquiries relating to all Estate Directorate services on the Cairns campus, following up with relevant staff and supporting the day to day operations of the Office.
  2. Assist with administration of campus cleaning requirements, including timely and appropriate responses to issues raised. Assist with Quality Assurance inspections as required.
  3. Assist with administration of security and parking service requirements, including responses to customer enquiries.
  4. Administer databases and room access requirements including electronic and keyed access.
  5. Assist with administration of waste management services including completion of waste audits.
  6. Assist with vehicle hire, returns and general maintenance requests.
  7. Order and maintain office stationery and equipment, including routine repairs, source quotations and enter requisitions for purchases, process invoices, internal charges and journals, organise freight delivery, input data in databases and spreadsheets as well as maintain and file records.
  8. Complete mex requests for areas of influence such as keys, cleaning, furniture removals etc.
  9. Support the University's commitment to the principles of reconciliation, which exemplify respect for Aboriginal and Torres Strait Islander heritage and the valuing of justice and equity for all Australians.
  10. Demonstrate a commitment to the University values and Divisional attributes.
  11. Support the principles of the TropEco program and engage in commitment to JCU sustainability goals and objectives.

Descriptors

There are generic responsibilities that apply to all James Cook University staff.

Your specific level descriptor can be found at:

Professional and Technical

Level 4

Generic Accountabilities

There are generic responsibilities that apply to all James Cook University staff.

  1. The Administrative Assistant, Campus Services is required to observe the lawful and reasonable directions, policies and decisions of the University Council, understand and comply with the Enterprise Agreement, the Statutes and Rules of the University, the policies and decisions of the University Council and other appropriate University authorities, as in force from time to time.
  2. The Administrative Assistant, Campus Services is required to demonstrate a personal commitment to ensure personal safety and the safety of others and contribute to the continuous improvement of our WHS performance. This includes the effective implementation and compliance with James Cook University WHS policies, procedures and safe systems of work, together with all relevant legislation, duties and obligations. Contribute to the continuous improvement of our WHS performance.
  3. The Administrative Assistant, Campus Services is required to exercise proper discretion in all matters affecting the well-being of the University which involve public writing or speaking in accordance with the University’s Code of Conduct.

Selection Criteria

Selection and appointments will be assessed against selection criteria.

Essential

  1. Diploma qualification or Certificate IV in business administration or equivalent field with relevant administrative work experience or an equivalent combination of experience and/or education and/or training.
  2. Ability to work independently as well as part of a team.
  3. Demonstrated excellent customer service skills in managing high numbers of inquiries face to face, via phone and email, and utilising problem solving skills to provide information and advice with respect and integrity.
  4. Demonstrated effective organisational and time management skills with the ability to prioritise to meet competing deadlines while maintaining attention to detail.
  5. Demonstrated effective written and interpersonal communication skills in dealing with people from a variety of backgrounds.
  6. Demonstrated experience with computerised systems and/or databases. 

Desirable

  1. Experience in University environment.