Administration Officer (Executive Support)

• School of Historical and Philosophical Inquiry

• HEW Level 5

• Part-time (50%), continuing position

• Closing date: Monday, 3 October 2022 at 11.00pm AEST (R-16971)

About This Opportunity 

We are seeking a motivated, organised and experienced Administration Officer (Executive Support). The primary purpose of this position is to provide a high level of executive assistance and administrative support to the Head of School and School Manager, while also supporting events, marketing and communications for the School. The role involves liaising with a range of internal and external stakeholders, preparing reports, resolving problems and providing support to the School’s operational team.

Key responsibilities will include: 

Executive Support

• Ensure the smooth running of the Head of School’s day-to-day work schedule, including: managing the electronic diary; coordinating incoming correspondence/enquiries; scheduling meetings/activities and engagements; coordinating communications; and coordinating travel.

• Coordinate and provide administrative and/or secretarial support to the School’s committees and forums

• Ensure the Head of School and School Manager are briefed on relevant issues and background information in preparation for meetings

• Provide oversight and coordination of information and the day-to-day administrative flow with the Head of School and School Manager.

• Liaise with and respond to a wide range of enquiries from staff and students at all levels across the University, representatives from government, industry and members of the wider community, initiating further action and follow up as necessary.

• Responsible for organising relevant financial requirements, including managing reimbursements and other expenses – in line with University financial policy and procedures.

• Managing financial delegations, processing and payment approvals as required, on behalf of the Head of School and School Manager.

• Assist the School’s academic staff with travel bookings as required.

• Assist with local inductions of staff, students and visitors.

• Other tasks as requested by the supervisor

Event and Communications Support

• Plan, coordinate and support key School events, including the organisation of conferences, workshops and other School staff forums and events as required.

• Maintain the School website and social media sites including the upload news stories, event notices and details, and overseeing the set up and maintenance of staff pages on the school website.

• Contribute to School promotional and marketing activities and the development of marketing collateral, and internal and external communications.

This role is subject to The University’s Code of Conduct .  

About You  

The successful applicant will require previous administrative, executive support or secretarial experience; excellent interpersonal and written communication skills and the ability to prioritise their own workload and work independently to meet deadlines, as well as the following criteria:

• A bachelor’s degree with subsequent relevant experience; or completion of an Advanced Diploma qualification and at least two years subsequent relevant work experience; or completion of a Certificate IV and extensive relevant work experience; or an equivalent combination of relevant experience and/or education/training.

• Extensive experience in an Executive Support role

• Extensive experience in event coordination and/or in a marketing and communications role.

• Excellent organisational and time management skills as well as a commitment to a high level of customer service

• High level of organisational skills, including the ability to prioritise competing work demands and meet deadlines, whilst maintaining accuracy and attention to detail

• Advanced stakeholder management and engagement skills

• Excellent time management skills

What We Can Offer 

This is a part-time (50%), continuing appointment at HEW Level 5.  

The full-time equivalent base salary will be in the range $72,212 – $80,430 plus super of up to 17%. The total FTE package will be in the range $84,488 – $94,103 per annum. 

The following flexible employment options may be available for this:  ​some working from home; variable start or finish times; purchased leave; flex-time. 

For further information about UQ’s benefits, please visit Why Work at UQ and review The University of Queensland’s Enterprise Bargaining Agreement 2018 – 2021 . 

 
Questions? 

To discuss this role please contact Cara Herington, School Manager via email c.herington@uq.edu.au

For application queries, please contact recruitment@uq.edu.au stating the job reference number in the subject line. 
 

Want to Apply? 

All applicants must upload the following documents in order for your application to be considered:

• Cover letter addressing the ‘About You’ section  

• Resume 

Please note that you will be asked to add all documents into the one upload box labelled ‘resume’, which is step one of the application form.

 
To satisfy pre-requisite questions and ensure your application can be considered in full, all candidates must apply via the UQ Careers portal by the job closing deadline or will not be accepted. 
 

Other Information 

Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.  

Background Checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits.  
 

We value diversity and inclusion, and actively encourage applications from those who bring diversity to the University. Our Diversity and Inclusion webpage contains further information if you require additional support. Accessibility requirements and/or adjustments can be directed to recruitment@uq.edu.au . 

If you are a current employee of the University, or hold an unpaid or affiliate appointment with the University, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.