Position Vacant – Assistant

Position Name Assistant
Reporting To Chief Executive Officer
Location 304 Henley Beach Road Underdale SA 5032
Award Modern Award Level 2.1
Hours 0.8FTE – 4 days per week
Term of Position Ongoing, subject to funding

Job Context
The Australian Refugee Association (ARA) is a community-based South Australian organisation that provides settlement support for people of refugee and migrant backgrounds. ARA’s current programs offer support in the areas of settlement, migration, employment, accommodation and education, in addition to mentoring new and emerging communities.

The Association promotes a holistic approach to the needs of refugees and sees the final goal of settlement as full participation in the social, economic, cultural and political life of Australia whilst maintaining security of personal family and community identity.

ARA employs staff to achieve the full range of its objectives. All staff are expected to be aware of and responsive to the needs of the organisation as a whole as well as the particular requirements of their own Job Descriptions.
ARA is based in Underdale, with another office in Salisbury. This position would work at both offices as well as designated outposts.

Job Specification
1. Summary of the broad purpose of the position in relation to organisation goals
This role is required to provide operational administration support to the Chief Executive Officer. Duties shall be undertaken with tact, judgement and discretion while ensuring confidentiality is paramount. Coordination of communication between the Board, the Executive and the management team is a significant part of this accountability. The role also supports the Board and its various committees and the Senior Management Team.

2. Reporting/Working relationships
The Assistant is directly accountable to the Chief Executive Officer and will work closely with and contribute to management and planning of all tasks of the Chief Executive Officer.
The worker will also liaise with member of the Senior Management Team, and where necessary with the Board, to achieve positive communication between all members concerned with the efficient running of the Australian Refugee Association.

3. Organisational Environment
The Executive Assistant must conduct his/her work following the principles of:
• Social justice;
• Meaningful participation communities;
• Honesty and fairness;
• Working to the highest standard;
• Working collaboratively.

4. Position Role and Responsibilities
The Assistant will be required to:
• Provide confidential business and administrative support to the CEO
• Undertake research, prepare briefs and reports for the CEO and the Board
• Prepare written correspondence on behalf of the CEO, including communication to the Board, management, staff and stakeholders – using own initiative and judgement.
• Provide secretariat support for Board meetings, including preparing documentation for Board presentation and discussion including pre-circulated papers and reading, attending Board meetings and preparation of Board agenda and minutes.
• On behalf of CEO, screen and prioritise requests and correspondence and determine appropriate action
• Maintain the organisational WH&S operations and report to the CEO
• Organise meetings and travel, including diary management, the preparation of presentations and agendas, taking minutes and facilitating follow-up action
• Build and maintain strong working relationships with the executive and senior management, key internal and external stakeholders
• Liaise as required on budgeting matters as they relate to the Executive Office including credit card reconciliation.
• Promote and participate in creating an environment of co-operation for the continual improvement of team performance and service excellence and model best practice
• Support the management team as required
• Assist with the purchasing, catering, and other duties as required by the organisation

Work Health and Safety
As an employee of ARA, the Assistant must strive to ensure a safe and healthy workplace by complying with the provisions of Section 25 of the Occupational Health and Safety Act 2004 (Duties of Employees). Additionally, he/she must:
Comply with ARA WH&S policies and procedures.
• Report of all hazards, incidents and actions taken to prevent accidents.
• Ensure own action or lack of action does not place own safety or that of others at risk.
• Maintain a safe working environment in all locations.

5. Qualifications and Experience
A certificate of higher qualification or three years of progressively responsible secretarial/administrative work experience.

6. Key Selection Criteria
The Assistant must exhibit:
• Extensive experience in the provision of high level support to senior executives, including excellent interpersonal communication skills and the ability to manage complex situations with tact, discretion and judgement.
• Excellent operational administration and organisational skills appropriate to a complex and busy office environment including a capability to manage competing priorities and to and remain focused under pressure and responsive in an atmosphere of constantly shifting priorities.
• A high level of attention to detail and ability to manage their time and the time and work activity
• Experience in the preparation and generation of reports and briefing papers
• Advanced skills in Microsoft Office and other contemporary software applications relevant to the design and preparation of high visual impact presentations.
• Well-developed communication skills including the ability to liaise effectively with internal and external stakeholders at all levels, supported by excellent writing skills
• Strong organisational skills with the ability to prioritise and multitask
• Strong writing skills and experience preparing briefing/board papers and taking meeting minutes

7. Conditions of Employment
The following will be provided to the chosen applicant:
• The salary will be negotiated with the successful applicant.
Salary packaging is a legitimate method of restructuring existing salary into a combination of salary and expense payment benefits to provide a higher net remuneration for the employee. This arrangement is available while ARA continues to be granted “public benevolent institution” status and enjoys exemption from the provisions of the Fringe Benefits Tax (FBT) should our status change salary packaging will no longer be available.
• Employer’s contribution to superannuation (9.5%) will be paid.
• Conditions of employment are as stated in the Australian Refugee Association Inc Employment Agreement.

The Assistant is required to:
• Demonstrate willingness and ability to work flexible hours when required, including in the evening. Occasional weekend meetings and other work-related commitments may arise.
• Read and sign a copy of ARA’s Confidentiality Agreement
• Contribute to creating a non-discriminatory workplace as ARA is an equal opportunity employer.
• Adhere to ARA’s no smoking in the workplace policy.

• Appointment is subject to a successful police check
• This position is subject to a three-month probationary period

8. Application Process
Written applications addressing the selection criteria, including a resume and the names and contact details of two professional referees should be sent to cassie.magin@ausref.net
For further enquiries please contact: (08) 8354 2951.

Important: it is essential that applicants specifically address the key selection criteria. Where key selection criteria have not been addressed, applications will not be considered. Successful applicants will be contacted for interviews.