The Committees Officer provides secretariat support and services to a number of key University Committees and takes part in the coordination of a wide range of functions within the University Secretariat, including Council, Academic Board and other committees of Council and Vice Chancellor’s Advisory Committees. The incumbent, as the Secretary to a number of governance sub-committees and management committees, provides specialist advice on the governance of committees and their responsibilities. The incumbent maintains web resources for Chairs and members of Committees and those involved in decision making.
The Committees Officer responds to more complex enquiries in relation to Secretariat functions, provides general support to the Deputy University Secretary, supervisory support regarding the day to day task allocation of the Committees Coordinator, Committees and administrative support for appeals, review processes and official information requests.
The Chancellery consists of the Chancellor, Vice Chancellor and President, Chair of Academic Board and office of the Chief of Staff (incorporating internal audit, risk, legal services, governance and executive policy, University Secretariat, corporate records, complaints and, media and communications). The Chancellery provides support to the University Council, Chancellor, Vice Chancellor and President, and the Executive Group on governance and management issues.
The Chancellery supports the Vice Chancellor to discharge her duties. The Vice Chancellor is the chief executive of the University and leads the development of University strategy, as well as the pursuit of strategic goals and major new initiatives with the University community and its stakeholders. The Vice Chancellor is also responsible for: the generation of revenue; management of people, assets and finances; and representing the University (nationally and internationally) to governments, partner universities, potential and past students, funding bodies and the wider community.
James Cook University
- Working closely with the Deputy University Secretary, develop procedures and protocols for committee, establishment and disestablishment, charters, schedules of business and agenda, minute and other templates.
- Act as Secretary to formally constituted Committees of Council and Executive Committees of the University providing governance advice to the Chair and members on the Committee’s responsibilities under the constitutional documents to which it is subject, including legislation and on how these responsibilities should be discharged; advise on any conflicts of interest or if any action will exceed the Committee’s authority.
- Provide secretarial support and services for Council, its Committees and Executive Committees including arranging special meetings; writing papers, minutes and resolutions appropriate to the decisions required by the Committee; prioritising issues to be considered on Committee agendas; and oversighting the preparation, circulation and electronic posting of agendas, reports, minutes, resolutions, executive minutes, recommendations and actions and all other related support matters as they arise.
- Compiling relevant information for the Chair and Committee’s consideration in consultation with Colleges and relevant business units and prepare correspondence relating to a range of matters including communication of Committee decisions and activities;
- Coordinate the maintenance of electronic and hard copy records of the memberships, terms of reference, deliberations and decisions of committees, and ensure their accessibility, via the Web and other means, oversight the management of official records for allocated Committees, maintaining membership/distribution lists, compiling statistics for reports and retiring member certificates.
- Liaise with a wide range of University staff and governance Committee members in order to achieve Secretariat objectives.
- Provide secretariat support for student appeals, administrative review processes and official information requests, advising and ensuring adherence to policies and processes by the allocated Chair and panel as required.
- 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 Committees 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 Committees Officer 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.
- The Committees 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 with at least four (4) years subsequent relevant experience or an equivalent combination of experience and/or education and/or training gained through any combination of education, training and/or experience in large, complex environments or the higher education sector.
- High level understanding of committee processes and how effective decision making supports business outcomes at both the governance and management level.
- . Knowledge and understanding of the statutory and regulatory context in which public sector bodies, such as universities, operate including but not limited to the Corporations Act, ASX Guidelines, Voluntary Code for the Governance of Australian Universities, Public Interest Disclosure Act, Public Sector Ethics Act, Public Records Act.
- Demonstrated ability to research and investigate issues, analyse information, explain policy and legal requirements, prepare high level reports and submissions for executive Human Resources Directorate – Position Description template version 6 management/committee consideration and decision making, and to develop responses to issues.
- Demonstrated high level competence in written English expression, particularly in the drafting and editing of reports, proposals and committee papers; along with excellent oral, interpersonal and communication skills and ability to engage with all levels of staff when giving decisive advice on policy and procedural matters; understanding confidentiality where required.
- . Proven ability to assimilate information rapidly; conceptualise, develop and review administrative policies and functions and the ability to manage the service expectations of key customers and an understanding of the application of ICT and other technologies to enhance service quality, cost-effectiveness and timely communications.
- Demonstrated analytical thinking and sound judgement and a creative, flexible approach to problem-solving and ability to work under pressure to meet tight deadlines with a high level of accuracy.
- Good understanding of University Acts, delegations, policies, procedures and governance and organisational structures and constitutional documents and of the principles of natural justice and an ability to anticipate the impact of high-level decisions on diverse areas of the University's overall operation.