Administrative Assistant (Perth Office)

Position overview

The Administrative Assistant is responsible for providing administrative, reception and secretarial support for staff working in the ACER Perth Office.

Position context

The Administrative Assistant is responsible for a range of operational and administrative matters within ACER’s Perth Office. The incumbent is required to ensure that the office is functioning effectively and efficiently and provide service excellence to the clients, suppliers, management and staff of ACER.

Job responsibilities

Reception

• Responding to all telephone and email queries from internal and external clients in a timely manner, and referring queries to the appropriate staff member
• Greet and assist visitors to the office (this includes staff from other ACER offices, contract staff, clients, consultants, couriers, and tradespeople) including maintaining a visitor’s book
• Manage incoming and outgoing courier deliveries (local and interstate).

Facilities

• Create and maintain a well-presented office environment
• Ensure the office is cleaned appropriately
• Routinely facilitate the daily office opening and closing
• Ensure the office security systems and office equipment (e.g. photocopiers, faxes, printers, etc.) are operating effectively
• Liaise with trades/service providers as required
• Liaise with ACER’s Facilities and Services Manager regarding issues related to premises and other occupancy matters.

Administration

• Provide administrative and logistical support to staff in the ACER state office
• Assist with general filing, document control and records management
• Liaise with Corporate Traveller and ACER travel to organise travel and accommodation for ACER state office’s staff
• Organise the use and maintenance of the meeting rooms in the ACER state office
• Manage the collection, recording and distribution of incoming mail and the dispatch of outgoing mail in a variety of forms (post, couriers, etc)
• Develop and maintain a system for stationery stock control, including forecasting of requirements and ordering of stationery
• Maintain links with administrative staff in the other ACER offices as appropriate
• Liaise with ACER’s IT and Internal Communications staff regarding currency of information and creation of new information related to the state office’s activities and projects on the ACER website and intranet.

Other duties

• Other general administrative tasks may include:
  
  • payment of invoices
  • reconciliation of credit cards
  • compiling and maintain contact/mailing lists
  • database management
  • notarisation of documentation
  • organising meetings
  • basic catering and taking of minutes.

Organisational accountabilities

• Proactively work towards achieving individual, team and organisational objectives while demonstrating ACER’s leadership behaviours:
  • Developing Self – involves self-management, self-reflection and self-improvement
  • Embracing Change – being open to change and leading change when appropriate
  • Pursuing Excellence – ongoing search for new and better ways of working
  • Setting Directions – strategic thinking and planning for the future
  • Supporting Colleagues – supporting and contributing to the development of others
  • Working Collaboratively – building highly effective internal and external relationships
• Actively work to create an equitable, fair and harmonious work environment which is free from harassment, bullying and discrimination by demonstrating respectful and courteous behaviour towards others
• Proactively foster an inclusive and diverse work environment which encourages and respects different experiences and perspectives, and values diversity of thought
• Comply with all occupational health and safety requirements, including following safe work practices for self and others
• Comply with all information security requirements, including completing regular security training and abiding by the standards and procedures laid out in ACER’s Information Security Management System
• Work in accordance with ACER’s policies and procedures.

Competencies

Skills, knowledge and experience

Essential

• Administration experience
• High attention to detail
• Sound writing and editing skills
• High level proficiency in MS Office (Word, Excel, Outlook, PowerPoint)
• Outstanding organisational and time management skills
• Strong interpersonal skills with a proven ability to build and maintain effective working relationships with both internal and external stakeholders

Desirable

• Experience in an education environment
• Experience in the arrangement of conferences and workshops 

Education

A graduate degree in an administrative or business-related field or equivalent combination of education and relevant experience