Senior Portfolio Support Officer

Location
Adelaide, Australia
Salary
$81,377 - $86,765 p.a.
Posted
11 May 2022
End of advertisement period
25 May 2022
Ref
JR0000004430
Contract Type
Permanent
Hours
Full Time

About Flinders

Our bold vision, captured in our Strategic Plan: making a Difference: The 2025 Agenda, is to be internationally recognised as a world leader in research, an innovator in contemporary education, and the source of Australia’s most enterprising graduates.

To realise this ambition, we recently made a significant organisation change to a six College structure with a professional staff and services alignment.

We recognise the key to our success is exceptional people and we’re seeking an outstanding individual to join the team of our transformed university.

Employment Type:

Continuing

Position Summary

Availability:
Continuing | Full-Time

Compensation Grade:
Higher Education Officer Level 6

Salary Range:
$81,377 - $86,765 p.a.

Reporting To:
Executive Officer,
Office of the Vice-Chancellor

Under general to broad supervision, the Senior Portfolio Support Officer is responsible for coordinating a range of complex administrative and organisational tasks and functions, for an on behalf of the Portfolio leadership team.

A key focus of the role is to ensure that a range of incoming matters and general enquiries across functional areas are progressed and resolved in a timely and efficient manner, either directly or by referral to the appropriate officer.

As the position operates within a pooled support team that collectively supports the University’s Portfolio leadership group, the incumbent can expect to provide general support to the broader University leadership team during absences of other team members.

Key Position Responsibilities

The Senior Portfolio Support Officer will be accountable for:

  1. Coordinate incoming and outgoing communication on behalf of the Portfolio leadership team and ensuring matters are progressed and resolved in a timely and efficient manner and in accordance with relevant University policies, practices and protocols including: responding to enquiries in a timely and efficient manner and initiating communication; researching and providing advice and information to complex matters; monitoring the correspondence flow and preparing draft responses, background material, notes and presentations when required; coordinating the progress of matters, tracking responses, and initiating follow-up action; and ensuring that all records are maintained and up-to-date.
  2. Provide a range of support services to Portfolio leadership team in a timely and effective manner, including but not limited to: email management; calendar management; preparing, editing and distributing professional-standard written material, including correspondence, reports and presentations; organising a range of events, conferences, functions, and special events on behalf of the Portfolio.
  3. Provide executive support for staff meetings and committees and/or working parties. This includes scheduling, managing diaries, preparing agendas, taking minutes and undertaking follow up work as required.
  4. Assist senior staff with the preparation and compilation of diverse and complex reports, presentations and management papers, through the provision of background material and/or assisting with drafts as required.
  5. Provide communication and organisational support for external relationships relevant to executive/senior leadership. 
  6. Contribute to the development and improvement of administrative systems, processes and practices operational requirements that support the operations of the Portfolio leadership team.
  7. As appropriate, organise and provide support for external visitors, including travel, accommodation, function logistics and workspaces as required.
  8. Provide guidance and mentorship to Portfolio Support Officers
  9. Any other responsibilities in line with the level of the role as assigned by the Supervisor and/or the University.

Key Position Capabilities

  • Relevant tertiary qualification, or equivalent combination of experience and/or education and/or training.
  • Well-developed written communication skills with capacity to prepare correspondence, agendas, minutes, briefs and other documents and respond to enquiries autonomously.
  • Strong, effective and diplomatic interpersonal and oral communication skills and the ability to relate to a wide range of staff at all levels.
  • Demonstrated experience in the provision of high-level administrative services, including an ability to use judgement, initiative and confidentiality to ensure high-level support for the activities of Senior Management.
  • Demonstrated commitment to high quality outcomes, including an attention to detail, the ability to collate and analyse information from a wide range of sources, and an ability to relate tasks to the wider context.
  • Demonstrated experience in organising and administering events or functions.
  • Strong problem-solving capabilities and the ability to work with broad supervision to determine and prioritise tasks and meet deadlines.
  • Sound 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 organisation

Prescribed Conditions of Employment:

Flinders University has introduced a COVID-19 Vaccination Policy that requires all new staff members to be up to date with their COVID-19 vaccinations, subject to medical exemptions.

Information for Applicants:

You are required to provide a suitability statement of no more than three pages, addressing the key capabilities of the position as outlined above. In addition, you are required to upload your CV.

A valid National Police Certificate which is satisfactory to the University will also be required before the successful applicant can commence in this position.

We are seeking to increase the diversity to improve equal opportunity outcomes for employees, and therefore we encourage female applicants, people with a disability and/or from Aboriginal or Torres Strait Islanders descent to apply

Please note, late applications and applications sent via agencies will not be accepted.

Applications Close 11:59pm:

25 May 2022

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