Senior Operational Support Officer

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

Availability:
Fixed-Term until 2024 | Full-Time
Compensation Grade
Higher Education Officer Level 6
Salary Range:
$82,923 - $88,414 p.a.
Reporting to:
Executive Officer
Rural and Remote Health SA & NT
Summary:
Under general to broad supervision, the Senior Operational Support Officer is responsible for coordinating a range of complex administrative and organisational tasks and functions, for and on behalf of the Dean, Rural and Remote Health and Rural and Remote Health (RRH) leadership team.
A key focus of the position 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.
The position will be responsible for diary management, travel bookings, meeting and event management, preparing correspondence and other tasks required for the effective day to day operations of the RRH leadership team.
As a member of the College of Medicine and Public Health (CMPH) operational support team, the Senior Operational Support Officer will also contribute a rural and remote health perspective to the broad operations of the College.
The position may be situated at any SA or NT rural/remote campus across the RRH footprint:
Barossa Valley | Mt Gambier | Murray Bridge | Nuriootpa | Renmark | Victor Harbor | Alice Springs | Darwin | Katherine | Nhulunbuy | Tennant Creek

Key Position Responsibilities

The Senior Operational Support Officer is accountable for:

• Coordinating incoming and outgoing communication on behalf of the Dean, RRH and RRH 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.

• Providing a range of support services to the Dean, RRH and RRH 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; and

  • organising a range of events, conferences, functions, and special events on behalf of the Dean, RRH and RRH leadership team.

• Providing 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.

• Assisting 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.

• Providing communication and organisational support for external relationships relevant to executive/senior leadership.

• Contributing to the development and improvement of administrative systems, processes and practices and operational requirements that support the operations of the Dean, RRH and RRH leadership team.

• As appropriate, organising and providing support for external visitors, including travel, accommodation, function logistics and workspaces as required.

• 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.

• Demonstrated ability to work collaboratively as part of a team to deliver operational services in a high volume work environment and achieving strategic outcomes.

• Demonstrated commitment to education, health and general workforce development in rural and remote communities. (Desirable)

• Identifies as an Aboriginal and/or Torres Strait Islander person. (Desirable)

Prescribed Conditions for Employment

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

• 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 and limited exemptions.

• If based in SA | It is a requirement of this position that the incumbent maintain a current Working With Children Check which is satisfactory to the University in accordance with the Child Safety (Prohibited Persons) Act 2016 (SA).

• If based in NT | Northern Territory Government legislation (the Care and Protection of Children Act 2007) now requires all individuals in child related employment or whose duties involve, or are likely to involve, contact with a child, to hold a valid 'Working with Children Clearance' (Ochre Card). This position involves child related work and is assessed as requiring a Working with Children Clearance/Ochre Card.

How to Apply

Please review the Key Position Capabilities above and submit a Suitability Statement of no more than 3 pages addressing the criteria. Applications without a Suitability Statement may not be considered. For more information, please see our How To Apply page.

For more information regarding this position, please contact Amy Schulz .

Information for Applicants:

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 Sep 2022