The Administrative Officer as part of an Administrative support team within a designated Division is responsible for coordinating staff appointments, coordinating facilitating SSP applications, providing reports, maintaining relevant databases and spreadsheets. The Administrative Officer will provide personal assistance support for the Divisional Executive Team and Manager, Laboratories and Technical Support including agendas, minutes, scheduling meetings and supporting the day-to-day running of the Divisional office.
Division of Tropical Health and Medicine
The Office of the Division of Tropical Health and Medicine provides collaborative leadership with the Colleges and ensures that the Colleges are able to deliver the core business of learning and teaching, research and engagement and contribute effectively to the strategic agenda. The Division office drives the strategic objectives of the Division and also services a proportion of College administrative operations. The Colleges of the Division include:
- Medicine and Dentistry
- Healthcare Sciences
- Public Health, Medical and Veterinary Sciences
Division of Tropical Health and Medicine
- Provide personal assistance and administrative support to the Divisional Executive Team and Manager, Laboratory and Technical Support including monitoring incoming calls and queries, drafting correspondence, diary management, scheduling and coordinating all aspects of meeting appointments, booking travel and accommodation.
- Respond to general queries, organise meetings meetings including preparing schedules, agendas, taking minutes and arranging for relevant meeting documentation and set up and maintain databases and spreadsheets for reporting purposes.
- In conjunction with the Manager, Divisional Office; monitor and coordinate all divisional staff and other appointments and re-appointments including College Laboratories and Technical staff as required by monitoring expiries, completing relevant forms and providing procedural advice.
- Provide secretariat support for divisional committees including preparing schedules, agendas, taking minutes and arranging for relevant meeting documentation.
- Coordinate SSP applications and administrative support for approvals from the Divisional Executive team and provide administrative support for all appointment records.
- In conjunction with the Manager, College Operations monitorstaff probation periods, leave balances, performance review timeframes, provide all staff with local inductions and provide advice on administrative and other procedures as required.
- Coordinate the allocation and set up of office space and equipment for staff and postgraduate students. Maintain noticeboards; assist in preparation of publications including newsletters and ensure Divisional website information is up-to-date in a timely manner.
- 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.
- Demonstrate a commitment to the University values.
- Support the principles of the TropEco program and engage in commitment to JCU sustainability goals and objectives.
There are generic responsibilities that apply to all James Cook University staff. Your specific level descriptor can be found at:
Professional and Technical
There are generic responsibilities that apply to all James Cook University staff.
- The Administrative Officer 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.
- The Administrative Officeris 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.
- The Administrative Officer 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 and appointments will be assessed against selection criteria.
- Degree qualification in business administration or a related field and relevant administrative work experienceor an equivalent combination of experience and/or education and/or training. well-developed organisational and time management skills with the ability to manage own and others’ workflow and prioritise to ensure deadlines and targets are met.
- Demonstrated well-developed written and interpersonal communication skills in dealing with people from a variety of backgrounds and both internal and external to the organisation.
- Demonstrated experience in providing administrative support to an organisation including development of schedules, agendas, minutes, databases, correspondence and other administrative functions.
- Demonstrated competence and computer literacy with skillsin a range of computer programs such as Microsoft Excel and Word, Power Point and Adobe.
- Demonstrated excellent customer service skills in managing high numbers of inquiries via phone and email, utilising problem solving skills to provide information and advice,exercising confidentiality and discretion with respect and integrity.