Position Overview

The Administrative Assistant as part of a small team within Technology Solutions provides administrative support and assistance to Technology Solutions staff. The incumbent is responsible for answering and redirecting calls to the JCU switchboard,  handling mobile device purchases, planning updates, telco bill processing, organising travel,  processing and maintaining purchasing and travel documentation, processing invoices for payment and credit card acquittals.

Division of Services and Resources

The Division of Services and Resources comprises a number of Directorates and Offices 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; TS services; business intelligence and statistical reporting; strategic commercial activities, including in relation to the Discovery Rise project and Retail outlets; quality enhancement and policy framework; capital infrastructure planning and maintenance and delivery of capital projects for TS 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. 

Technology Solutions Directorate

The Technology Solutions (TS) Directorate’s mission is to be the University’s strategic technology partner, playing a key role in the success of James Cook University and the achievement of JCU’s Strategic Intent. TS enables excellence in blended learning and teaching and research, and is an enabler of an effective and efficient organization through automation of business processes and provision of relevant business information.

The TS portfolio includes responsibility for all aspects of University TS across all campuses and sites, and has functions devoted to strategy and architecture, project delivery and delivery of a broad range of contemporary and relevant TS services to the University community.

Organisational Charts

James Cook University

Principal Accountabilities

1. Respond to JCU switchboard enquiries and provide excellent customer service by promptly directing enquiries from both internal and external sources to the relevant JCU extensions through the switchboard
2. Monitor and action mailboxes and service requests in relation to phone faults, phone installations and mobile phone purchases to ensure that requests are handled in a timely and effective manner including escalating requests to the appropriate stakeholder when required.
3. Provide professional telecommunications services to all JCU staff and action telco billing and charging accurately, seeking advice from the Coordinator, Administrative Services as required
4. Provide support for TS staff which inludes, travel and accommodation arrangements, raising purchase orders, processing invoices, acquitting spends against the JCU corporate credit card and keeping all documention complete and maintained.  
5. Provide administrative support by organising meetings and workshops including scheduling, arranging rooms, catering, administering invitations and emails ensuring high level customer service for both internal and external stakeholders.
6. Input accurate data into various databases and spreadsheets to ensure all records are up to date and filed appropriately.
7. Proactively participate in team meetings and planning processes with a continuous improvement focus and regularly review documentation and user manuals to ensure they are current and accurate.
8. 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.
9. Demonstrate a commitment to the University values and Divisional attributes.
10. 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:

Generic Accountabilities 

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

1. The Administrative Assistant 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 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 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. 

Special Conditions

• It is a requirement of the role to work set hours within the JCU ordinary span of hours.

Selection Criteria

Selection and appointments will be assessed against selection criteria.

Essential

1. Completions of a Certificate IV or diploma qualification and relevant work experience; or an equivalent combination of relevant experience and/or education and/or training.
2. Demonstrated experience using a variety of computer software systems including Microsoft Office Suite and financial applications.
3. Proven well developed organisational, administrative and time management skills and the ability to work as part of a team to meet deadlines.
4. Demonstrated effective written and oral communication skills with the ability to communicate efficiently and professionally with a variety of stakeholders and proven ability to deliver operational processes efficiently.
5. Demonstrated excellent customer service skills, utilising problem solving skills to provide information and direct and respond to queries showing respect and integrity.

Desirable

1. Experience within a University environment.
2. Experience working in a call centre or responding to switchboard queries via phone.