Portfolio Support Officer

Updated: 2 months ago
Location: Bedford Park, SOUTH AUSTRALIA
Job Type: FullTime



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:

Fixed Term (Fixed Term)

Position Summary

Fixed-term, full-time available until 4 April 2023
Compensation Grade:
Higher Education Officer Level 5
Salary Range:
$71,596 - $79,016 pa
Reporting to:
Executive Officer
Office of the Deputy Vice-Chancellor (Research)
Under general supervision, the College/Portfolio Support Officer is responsible for providing a range of administrative, records management and organisational support tasks, for and on behalf of, the College/Portfolio leadership team.
A key focus of the role is to address a range of incoming matters and general enquiries across functional areas 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 College/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 College/Portfolio Support Officer will be accountable for:


1. Providing a range of administrative support services to the College/Portfolio leadership team including:
- responding to enquiries in a confidential and culturally sensitive manner
researching and providing advice and information on a range of matters;
- drafting correspondence, background material, notes and presentations to meet deadlines;
- maintaining and retrieving hard copy and electronic records in a confidential and timely manner; and
- managing information and producing accurate and timely reports as required.


2. Providing a range of support services to senior leadership in a timely and effective manner, including but not limited to:
- addressing emails and maintaining calendars, in liaison with Senior College/Portfolio Support Officer(s) to ensure a coordinated approach;
- preparing, editing and distributing professional-standard written material, including correspondence, reports and presentations;
- organising and supporting meetings, events and functions.


3. Building and sustaining positive working relationships with a range of key stakeholders relevant to senior leadership.


4. Providing administrative support for meetings and/or committees, including preparing agendas, taking minutes and undertaking follow up work as requested.


5. Providing administrative support for external visitors, including travel, accommodation, function logistics and workspaces as required.


6. Identify and contribute to continuous improvements in systems, processes and service delivery, participating in learning and development activities and effectively collaborating with all staff to ensure a positive workplace culture.


7. 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.
     

  • Effective to well-developed written communication skills with capacity to prepare correspondence, agendas, minutes, briefs and other documents and respond to enquiries confidentially and autonomously.
     

  • Effective to well-developed interpersonal and oral communication skills and the ability to relate to a wide range of staff at all levels.
     

  • Demonstrated commitment to high quality outcomes, including an attention to detail, the ability to research and collate information from a wide range of sources, and an ability to relate tasks to the wider context.
     

  • Experience in providing administrative services, including an ability to use judgement, initiative and confidentiality to support the activities of Senior Management.
     

  • Informed problem solving capabilities and the ability to work with general supervision to determine and prioritise tasks and meet deadlines.
     

  • Sound knowledge of contemporary administrative systems, software and practices, and an ability to interpret and apply a range of relevant policies and procedures within a large and complex organisation.

For application enquiries please contact: Ms Marie Reitano



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:

15 Feb 2021



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:

Fixed Term (Fixed Term)

Position Summary

Fixed-term, full-time available until 4 April 2023
Compensation Grade:
Higher Education Officer Level 5
Salary Range:
$71,596 - $79,016 pa
Reporting to:
Executive Officer
Office of the Deputy Vice-Chancellor (Research)
Under general supervision, the College/Portfolio Support Officer is responsible for providing a range of administrative, records management and organisational support tasks, for and on behalf of, the College/Portfolio leadership team.
A key focus of the role is to address a range of incoming matters and general enquiries across functional areas 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 College/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 College/Portfolio Support Officer will be accountable for:


1. Providing a range of administrative support services to the College/Portfolio leadership team including:
- responding to enquiries in a confidential and culturally sensitive manner
researching and providing advice and information on a range of matters;
- drafting correspondence, background material, notes and presentations to meet deadlines;
- maintaining and retrieving hard copy and electronic records in a confidential and timely manner; and
- managing information and producing accurate and timely reports as required.


2. Providing a range of support services to senior leadership in a timely and effective manner, including but not limited to:
- addressing emails and maintaining calendars, in liaison with Senior College/Portfolio Support Officer(s) to ensure a coordinated approach;
- preparing, editing and distributing professional-standard written material, including correspondence, reports and presentations;
- organising and supporting meetings, events and functions.


3. Building and sustaining positive working relationships with a range of key stakeholders relevant to senior leadership.


4. Providing administrative support for meetings and/or committees, including preparing agendas, taking minutes and undertaking follow up work as requested.


5. Providing administrative support for external visitors, including travel, accommodation, function logistics and workspaces as required.


6. Identify and contribute to continuous improvements in systems, processes and service delivery, participating in learning and development activities and effectively collaborating with all staff to ensure a positive workplace culture.


7. 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.
     

  • Effective to well-developed written communication skills with capacity to prepare correspondence, agendas, minutes, briefs and other documents and respond to enquiries confidentially and autonomously.
     

  • Effective to well-developed interpersonal and oral communication skills and the ability to relate to a wide range of staff at all levels.
     

  • Demonstrated commitment to high quality outcomes, including an attention to detail, the ability to research and collate information from a wide range of sources, and an ability to relate tasks to the wider context.
     

  • Experience in providing administrative services, including an ability to use judgement, initiative and confidentiality to support the activities of Senior Management.
     

  • Informed problem solving capabilities and the ability to work with general supervision to determine and prioritise tasks and meet deadlines.
     

  • Sound knowledge of contemporary administrative systems, software and practices, and an ability to interpret and apply a range of relevant policies and procedures within a large and complex organisation.

For application enquiries please contact: Ms Marie Reitano



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:

15 Feb 2021
View or Apply

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