Executive Support Officer, State Emergency Services

Description:

The Office of the Chief Officer provides strategic leadership, direction, advice and management of the Queensland State Emergency Services to achieve organisational outcomes, sustained volunteerism and capability service delivery through the delivery of programs and plans to deliver an effective Disaster and Emergency Services Agency. The Office also provides leadership to establish critical paths, monitor group performance and processes and manage risks as they relate to deliverables and milestones.

You will provide a high level of confidential executive secretarial and administrative support to meet the functions of the Office of the Chief Officer in the coordination and delivery of SES integrated services across the state. You will set priorities and monitor workflows to manage the functions of human resource and finance administration, records and database management, and provide secretariate duties as required. You will be responsible for the coordination and control of correspondence to liaising with internal and external clients and stakeholders on matters requiring direction, information or functional support.

Your Key Accountabilities

The core capability requirements for this role are:

• Provide a high standard of confidential secretarial, administrative and business support to the senior executive, this will include:
  • screening and monitoring phone calls
  • managing emails and appointment diary, including monitoring of generic accounts and ensure provide timely referral/response
  • organising and coordinating meetings, workshops, conferences, travel and accommodation, and other events, including applicable protocol arrangements and supporting documentation
  • collation, preparation and quality assurance of correspondence, reports, letters, ministerial and briefing notes, presentations, speeches, agenda and minutes
  • maintaining knowledge of relevant department and whole-of-government policy and procedures
  • ensuring compliance and governance is maintained.
• Monitor, prioritise, register, action and disseminate incoming correspondence to effectively manage critical information and workflows.
• Utilise human resource, finance and other departmental systems/databases to record, update and report on business activities to resolve issues and to ensure compliance and effective maintenance of records.
• Liaise and maintain positive working relationships with internal and external stakeholders at all levels, to support key processes, procedures and delivery of unit outcomes.
• Coordinate the administrative operations of the Office of the Chief Officer to ensure that practices and activities are delivered in a timely and efficient manner.
• Provide secretariat support as required to meetings and committees by preparing agendas, recording and circulation of minutes and follow up on actions and outcomes.
• Provide procedural advice, coaching, guidance and support to other staff across the directorate and contribute to recommendations for improvement.
• Ensure office equipment, resources and supplies are efficiently and effectively maintained.
  
  

Role Requirements

Technical/ Operational/ Educational experience

• Experience with provision of administrative support in a senior executive environment.
• Queensland Government Purchasing qualifications (Level 1)
  
  
  

Applications to remain current for 12 months.

Occupational group Administration