position description - unitingcare...
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Position Description 1 Executive Assistant to Chief Executive Officer
POSITION DESCRIPTION This Position Description is indicative at this point in time. It is envisaged that his position description will be reviewed and may be changed in accordance with the needs of UnitingCare West, its operations, and its clients and stakeholders.
Date January 2010
Position Title Executive Assistant to Chief Executive Officer
Organisation UnitingCare West
Reports to Chief Executive Officer
Class Non Award Position Number 1002
SECTION 1 PURPOSE OF THIS JOB: This position provides efficient, personal and confidential administrative and secretarial support to the Chief Executive Officer, the Board and its various committees. It also provides management, facilitation and support for various projects as requested by the Chief Executive Officer. In addition, the position is pivotal in providing strategic and business process assistance to the wider organisation. SECTION 2 KEY RESULT AREAS (KRAs) 1. Secretarial and administrative support to Chief Executive Officer. 2. Communication and information flow. 3. Preparation of draft communications including letters, reports etc 4. Events coordination for internal and external meetings and presentations as requested
by the Chief Executive Officer. 4. Clerical procedures and documentation. 5. Project management. 6. Development and maintenance of various data management systems. This position description contains the key tasks and associated performance indicators for this position. The list of key tasks is not intended to be complete. Other tasks will be assigned from time to time to meet the needs of the organisation.
Position Description 2 Executive Assistant to Chief Executive Officer
KRA 1: Secretarial and administrative support to Chief Executive Officer
Key Tasks Performance Measures
Provision of secretarial and administrative support to the Chief Executive Officer
Relevant information is provided to assist with decision-making process.
Timely administrative/secretarial support is provided regarding maintenance of diaries, correspondence, typing, setting appointments, and collating data and information.
Documents are completed accurately according to required procedures and in a timely manner.
Accurate and up to date records are maintained.
Information and support is provided that assists in the strategic planning function for the organization.
Draft documents prepared under the direction of the CEO including letters, reports
Travel arrangements for the Chief Executive Officer, and Board members.
Accurate contact details are maintained.
Requests are completed and arrangements communicated promptly.
Agenda preparation and minute taking for UnitingCare West Board, its committees and other meetings as directed by Chief Executive Officer
Board, committee and other meetings are attended as required for the purpose of taking minutes.
Agendas for meetings are prepared and distributed in a timely manner
Minutes are accurately recorded and distributed within agreed timeframes.
Project Management Timely and effective assistance is provided to the Chief Executive Officer to meet targets/objectives.
Undertake and assist in the completion of special projects as directed
Research Resource Accurate and timely sourcing, analysis and presentation of research information as requested by the Chief Executive Officer.
Events and meeting bookings for the Chief Executive Officer and Board members and staff as relevant.
Timely booking and payment for events and meeting attendance.
Reports and data templates. Efficient and effective development of report and data templates to enable accurate and up-to-date information to be available to Executive Leadership Team in decision making processes.
Position Description 3 Executive Assistant to Chief Executive Officer
KRA 2: Communication and Information Flow
Key Tasks Performance Measures
Tracking and Monitoring.
Accurate information is obtained and presented clearly.
Procedures for information administration are maintained in a consistent manner.
Follow up on issues with timely feedback
Issues agreed at meetings are followed through and reported in a timely manner.
Confidential information processing Issues of confidentiality are identified and procedures and policies are followed to ensure privacy and confidentiality
Files are established as required with accurate labelling.
KRA 3: Events coordination for internal and external meetings and presentations.
Key Tasks Performance Measures
Organising events and functions.
Catering for meetings.
Bookings and catering arrangements are coordinated efficiently and effectively, involving the establishment of good working relationships with the various venues and caterers.
Functions are organised in a structured way and communicated to the relevant parties in a timely manner.
Direct liaison with facilitators and speakers.
Liaison with internal and external parties are undertaken directly and promptly in a professional manner that demonstrates the ethos of the Uniting Church in Australia and the vision, mission and values of the organisation.
Liaising with the Board and its committees and UCA leaders, including the Synod of WA.
Communication is professional, clear, concise and appropriate in meeting the needs of the enquirer.
Communication with stakeholders is timely and effective.
Requests are completed and arrangements communicated promptly.
Position Description 4 Executive Assistant to Chief Executive Officer
KRA 4: Clerical procedures and documentation
Key Tasks Performance Measures
Agenda preparation and minute taking for the Board, its committees and other meetings as directed by Chief Executive Officer.
Board and committee meetings are attended as required for the purpose of taking minutes.
Agendas for meetings are prepared and distributed in a timely manner.
Minutes are accurately recorded and distributed within agreed timeframes.
Project management Timely and effective assistance is provided to the Chief Executive Officer to meet targets/objectives.
Undertake and assist in the completion of special projects as directed
Record Management Ensure good and effective document and record management in line with policies and procedures of the organisation.
KRA 5: Project management
Key Tasks Performance Measures
Report writing. Reports are prepared accurately and on time.
Requests are completed promptly.
Consultation is undertaken with Chief Executive Officer and other relevant parties as required.
Management of projects assigned by the Chief Executive Officer.
Report to the Chief Executive on all aspects of the projects as relevant.
Project Task List, Timetable and Timeframe is compiled and distributed to relevant parties.
Formal agenda is compiled and distributed to relevant internal and external parties.
Formal minutes of meetings are taken as necessary, including collation of supporting documentation.
Meetings are scheduled efficiently.
Resourcing and/or coordinating presentations/briefings.
Project information is disseminated in a timely manner and to all relevant parties.
Facilitation of projects tasks.
Position Description 5 Executive Assistant to Chief Executive Officer
Project supervision Allocation of tasks to project support staff.
Supervision of staff providing project support.
Project record management Ensure effective document and record management in line with project requirements.
Distribute documents to relevant parties in a timely manner.
Liaison with internal and external parties Consult as relevant with heads and other staff of Government Departments
KRA 6: Development and maintenance of various data management systems.
Key Tasks Performance Measures
Development and maintenance of various data management systems.
Documents are managed and filed accurately and on time.
Documents and systems are developed and maintained in an effective and timely manner.
Record management Ensure effective document and record management in line with policies and procedures of the organisation.
Any other duties that may arise from time to time which fall within the parameters of this role and the skills, competency and training of the incumbent as directed by the Chief Executive Officer. SECTION 3 AUTHORITY LEVELS
The Executive Assistant has authority to:
Distribute information to and collect information from authorised sources as directed by the Chief Executive Officer or members of the Executive Leadership Team.
Follow up on issues delegated by the Chief Executive Officer or members of the Executive Leadership Team.
Coordinate projects and undertake project work as required under various projects as allocated by the Chief Executive Officer.
Take any other reasonable action consistent with the values, established policies and approved delegations of authority of UnitingCare West to ensure satisfactory outcomes in all Key Result Areas.
Position Description 6 Executive Assistant to Chief Executive Officer
SECTION 4 COMPETENCY PROFILE
Competencies
Ability to demonstrate initiative and creativity.
Highly developed interpersonal skills.
An ability to build and maintain relationships or networks with contacts with a view to achieving corporate objectives.
An ability to build and maintain relationships with Board Members, Chief Executive Officer, Executive Leadership Team, staff and volunteers with a view to enhance the organisational culture in line with the organisation’s Strategic Plan.
Social skills to behave in a manner consistent with the level of the position and the organisations community standing.
Ability to work in ways that are congruent with the values of UnitingCare West and the Uniting Church in Australia.
Excellent minute taking skills.
Strong written and verbal communication skills.
Exceptional word processing and Microsoft Office skills.
Sound time management skills.
Highly effective project management skills.
Highly effective ability to participate in meetings and events at all levels of the organisation.
Ability to establish and maintain good working relationships with external parties such as venue agencies and caterers.
Ability to effectively develop and maintain various data management systems.
Capacity to engage in organisational events at both the social and organisation levels.
Qualifications
A minimum standard of a Business College commercial course or sufficient work experience that would be recognised as equivalent.
Knowledge
Knowledge of business and office processes.
Knowledge of organisational structures.
Knowledge of meeting procedures.
Experience
Secretarial and project coordination and project management experience at an Executive level within a community services or similar organisation.
Position Description 7 Executive Assistant to Chief Executive Officer
SECTION 5 ACCEPTANCE OF JOB DESCRIPTION
Executive Assistant to Chief Executive Officer
Date
Chief Executive Officer Date