Reports to: Executive Manager, Operations
Status: Full-time
Direct reports: Receptionist
Location: Alexandra

Primary Function

Take primary responsibility for the efficient functioning of the Alexandra office and provide administrative support to senior staff based there.  Oversee the reception and clerical support functions.    

Key Duties             

 Attend to/ organise the following: 

  • Provide administrative support to the Executive Manager, Operations as required and to other senior TLaWC staff based in Alexandra 
  • Provide administrative support for all RAP/CHMP functions by: 
    • liaising with heritage advisors and sponsors
    • preparing fieldwork rosters and making relevant accommodation bookings
    • responding to Notices of Intent (NOI) and setting up relevant meetings
    • responding to Evaluations
    • ensuring that cultural heritage administrative procedures are followed and that a record of outcomes of every meeting is prepared for the file
  • Ensure reception functions efficiently undertaken 
  • Ensure staff amenities and office services attended to 
  • Undertake administrative oversight of the TLaWC depot in Alexandra 
  • Other support tasks as necessary 

Selection Criteria

  • Extensive experience in office management functions
  • A competent understanding of the requirements of the Aboriginal Heritage Act
  • Demonstrated proficiency in the Microsoft Office suite
  • Strong organising and administrative skills
  • Attention to detail and a high level of accuracy
  • Excellent time management skills
  • Initiative and a capacity to work efficiently without constant supervision

Personal Attributes

  • A team player, able to contribute to a team work culture
  • Personal qualities of resilience, integrity and sound judgment
  • A high level of emotional intelligence 

Adherence to Code of Conduct
All TLaWC staff must comply fully with the staff Code of Conduct. 

Key Performance Indicators

  1. Support to Executive Management
    1. The Executive Manager, Operations and other senior staff at the Alexandra office are provided with competent administrative support
  2. Cultural Heritage
    1. RAP/CHMP admin support functions are efficiently performed
  3. Clerical & Administrative
    1. Email enquiries and phone messages are responded to promptly
    2. Meeting preparations are timely and accurate
    3. Administrative support functions are carried out in a professional manner
    4. Information management systems (hard copy and electronic) are well kept 
  4. Reception and the Office Environment
    1. During opening hours the Reception functions (telephone etc) are efficient and reliable
    2. Reception and the entire office environment is properly equipped, tidy and efficient 

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