<ul>
<li><strong>Status: Part time 3 days per week (22.8 hours)</strong></li>
<li><strong>Classification: Social, Community, Home Care and Disability Services Industry (SCHADS) Level 3 (Above Award) $41,519.71 per annum and 10.5% superannuation ($45,879.28 plus salary packaging total package)</strong></li>
<li><strong>Reports To: Training and Development Manager</strong></li>
<li><strong>Direct Reports: None</strong></li>
<li><strong>Team: Clinical and Client Services</strong></li>
<li><strong>Key internal contacts: Training and Development Manager, Director Clinical and Client Services, Director Corporate Services, Senior Administrator &ndash; Clinical, Finance Officer, Training and Development Manager, Trainers.</strong></li>
<li><strong>Key external contacts: Outsourced Consultants.</strong></li>
</ul>
<h3>Purpose of the Position</h3>
<p>The Training and Development Administration Assistant is responsible for providing high level administrative support within the training and development services team to ensure that Full Stop Australia&rsquo;s training programs are engaging and run smoothly.</p>
<p>You will be responsible for communicating with participants and vendors and assist with developing the most effective programs. You have a strong attention to detail and an ability to multi-task and work under pressure.</p>
<p>You are also a reliable problem-solver and have strong project management skills, and as such, will ensure there is a consistency in systems and process which comply with organisational policy and procedures.</p>
<p>With a passion for putting a full stop to sexual, domestic and family violence, you thrive on a culture of diversity, inclusion, professionalism and high performance.</p>
<h3>Key Accountabilities</h3>
<p><strong>Training and Development</strong></p>
<ul>
<li>Provide administrative support to the Training and Development Manager to assist with the following:<br />
<ul>
<li>coordinating online and face-to-face training programs, workshop material, itineraries, resources and stock (e.g. developing certificates, booking flights, purchasing stationery)</li>
<li>maintaining training records (e.g. trainee lists, schedules, attendance sheets)</li>
<li>processing quotes and invoices, maintaining relevant trackers and calendars.</li>
<li>conducting basic training market research</li>
<li>liaising with participants, clients and trainers</li>
<li>training program development</li>
<li>contributing to reports on training and development activities and results</li>
<li>recommending improvements or new programs.</li>
</ul>
</li>
</ul>
<p><strong>Office Administration</strong></p>
<ul>
<li>Shared reception duties including answering phone and greeting visitors.</li>
<li>Event/ meeting support &ndash; minutes, catering and room setup.</li>
<li>Create engaging visual and written content for use in social media marketing and advertising.</li>
<li>Monitor and respond to email queries.</li>
<li>Support the importation, collation and analysis of data across training and development services</li>
<li>Administrative support for Clinical and Client Services Team as required.</li>
</ul>
<p><strong>The Training and Development Administration Assistant will also:</strong></p>
<ul>
<li>Participate in ongoing performance management and professional development.</li>
<li>Ensure that work is carried out with a high standard of professionalism, efficiency, effectiveness, and accuracy; that timeframes are met; and that data integrity and security are maintained at all times.</li>
<li>Comply with the organisation&rsquo;s performance appraisal policy and procedure and participate in any ensuing professional development.</li>
<li>Comply with information collection, quality improvement, risk management procedures, record keeping and administrative practices of the organisation.</li>
<li>Ensure all documentation is concise, legible, secure and available to colleagues as appropriate within the organisation.</li>
<li>Abide by workplace practices.</li>
<li>Comply with the Confidentiality Policy and Copyright Agreement.</li>
<li>Ensure work practices are ethical and comply with the Full Stop Australia Code of Ethics.</li>
</ul>
<h3>Knowledge, Skills and Experience</h3>
<p><strong>Essential</strong></p>
<ul>
<li>Tertiary qualifications in a relevant discipline.</li>
<li>At least 12 months' experience working within an administrative environment ideally within the not-for-profit sector.</li>
<li>Commitment to and understanding of the provision of services from an intersectional feminist perspective and knowledge of women&rsquo;s health and NGO sectors.</li>
<li>Knowledge of the causes and consequences of sexual assault, family and domestic violence, including the particular barriers faced by marginalised population groups.</li>
<li>Excellent communication skills &ndash; both written and verbal, with experience in writing for a variety of audiences and working cross-culturally.</li>
<li>Demonstrated commitment to outstanding supporter/customer care and a supporter centred approach and strong attention to detail.</li>
<li>Highly organised with demonstrated time-management skills and experience coordinating projects and tasks to tight deadlines.</li>
<li>Experience in using a donor/customer/client database, digital platforms content management systems.</li>
<li>Intermediate to advanced proficiency using Microsoft Office suite.</li>
</ul>
<p><strong>Desirable</strong></p>
<ul>
<li>Ability to work outside of regular hours when required.</li>
<li>Strong visual communication skills.</li>
<li>Experience developing social media content (e.g. use of Canva).</li>
<li>Experience working with data to evaluate the success of marketing or communications activities.</li>
</ul>
<h3><strong>Other requirements of the role:</strong></h3>
<ul>
<li>Successful applicants will be required to undertake Working with Children and National Criminal Records Checks</li>
<li>Please note under the Public Health Order 2021 all staff are required to be fully vaccinated with an approved COVID-19 vaccine or provide evidence of an exemption.</li>
</ul>
<h3><strong>Enquiries</strong></h3>
<p>Please direct enquiries to <a href="mailto:jobs@fullstop.org.au?subject=Training%20and%20Development%20Administration%20Assistant%20enquiry%20via%20EthicalJobs" target="_blank" rel="noopener">jobs@fullstop.org.au</a> using the subject line: <strong>Training and Development Administration Assistant enquiry via EthicalJobs.</strong></p>
<p><strong>A position description is attached.</strong></p>

CBD, Inner West & Eastern Suburbs Sydney

Sydney

Full Stop Australia

Not For Profit (NFP)

The Training and Development Administration Assistant is responsible for providing high level administrative support within the training and development services tea.

Training and Development Administration Assistant

Part Time

<ul>
<li><strong>Status: Permanent Full Time</strong></li>
<li><strong>Classification: Social, Community, Home Care and Disability Services Industry (SCHCADS) Award 2010 Level 4.2, Above Award $86,489.52 per annum plus salary packaging and 10.5% superannuation ($95,570.92 per annum total package)</strong></li>
<li><strong>Reports To: Chief Executive Officer</strong></li>
<li><strong>Direct Reports: Nil</strong></li>
<li><strong>Team: Administration</strong></li>
<li><strong>Key internal contacts: CEO, Director Clinical Services, Project Managers, Administration team</strong></li>
<li><strong>Key external contacts: Clients, providers &amp; non-government agencies</strong></li>
</ul>
<h3>PURPOSE OF THE POSITION</h3>
<p>The purpose of this role is to provide a high level of executive and administrative support to the CEO and the Board. In providing this support the position exercises a high degree of communication competence, discretion and confidentiality. This enables the organisation to run efficiently and effectively so that we can provide a quality, timely and reliable services.</p>
<h3>KEY ACCOUNTABILITIES</h3>
<p>The primary functions of the position will be to manage the CEO&rsquo;s diary and administration, support communications, support the governance processes of the organisation, and manage accreditation processes on the CEO&rsquo;s behalf. The Executive Assistant will:</p>
<h3>CEO Support</h3>
<ul>
<li>Providing administrative support at an executive level to the CEO</li>
<li>Participation/ minute taking in executive, management and organisation workgroup meetings.</li>
<li>Travel and accommodation arrangements.</li>
<li>Strategic Planning support</li>
<li>Build and maintain strong working relationships with internal and external stakeholders, and act as point of contact with the CEO, balancing the need for efficiency with the CEO&rsquo;s open-door approach</li>
<li>Manage the CEO&rsquo;s diary, manage priorities, schedule meetings, organise supporting documentation</li>
<li>Manage information flow in a timely and accurate manner</li>
<li>Manage CEO&rsquo;s expense reporting and reconciliation</li>
<li>Draft correspondence for internal and external communication &ndash; emails, presentations, reports</li>
<li>Support a structured and organised electronic filing system</li>
<li>Undertake any other duties as required by the CEO</li>
</ul>
<h3>Board and Governance</h3>
<ul>
<li>Including support to the Board.</li>
<li>Operational Report to Board</li>
<li>Coordination of monthly Operational Report to Board</li>
<li>Drafting CEO report for Operational Report to Board</li>
</ul>
<h3>Assist in organisation of:</h3>
<ul>
<li>Partnerships/ Engagement - CEO</li>
<li>Media/ Profile/ Events</li>
</ul>
<h3>Quality Assurance</h3>
<ul>
<li>Quality assurance support work</li>
<li>Quality assurance and compliance agendas</li>
</ul>
<h3>General Administration</h3>
<ul>
<li>Shared reception duties</li>
<li>Event management</li>
<li>Administrative support to organisational teams</li>
</ul>
<h3>The Executive Assistant will also:</h3>
<ul>
<li>Comply with the Organisation&rsquo;s policies and procedures</li>
</ul>
<ul>
<li>Work in accordance with the Organisation&rsquo;s best practice and quality assurance framework</li>
<li>Participate in the Organisation&rsquo;s projects and activities</li>
<li>Attend and actively participate in the organisation&rsquo;s meetings</li>
<li>Maintain an awareness of socio, political and feminist issues</li>
<li>Participate in professional development</li>
</ul>
<p>Ensure work practices are ethical and comply with the Full Stop Australia&rsquo;s Code of Ethics and the code of the any professional associations to which the employee may be a member.</p>
<h3>KNOWLEDGE, SKILLS AND EXPERIENCE</h3>
<h3>Essential</h3>
<ul>
<li>Demonstrated experience (2+ years) acting as an Executive Assistant, Personal Assistant or similar.</li>
<li>Significant prior experience providing secretariat services for boards and committees including the preparation of agendas, meeting papers, reports and minutes.</li>
<li>Outstanding administrative, organisational and time-management skills, with strong attention to detail.</li>
<li>Outstanding written and verbal communication skills.</li>
</ul>
<ul>
<li>A proactive problem solver with who can confidently make decisions with a meticulous attention to detail.</li>
<li>Make informed decisions that align with the CEO&rsquo;s objectives.</li>
<li>Make decisions appropriate to Full Stop Australia&rsquo;s practices, behaviours and established strategic directions.Outstanding interpersonal skills with experience building and maintaining strong working relationships with a diverse range of people.</li>
</ul>
<ul>
<li>Minimum Diploma qualifications in Administration, Business, Project Management, Communications or a field of study complimentary to the position.</li>
<li>Strong computer skills including advanced Microsoft Office (Word, Excel, Outlook, PowerPoint).</li>
</ul>
<ul>
<li>Commitment to and understanding of the provision of services from a feminist perspective.</li>
<li>Knowledge of the causes and consequences of sexual assault, family and domestic violence.</li>
<li>Demonstrated ability in working cross-culturally.</li>
<li>Ability to keep calm in the face of pressure, while keeping operations smooth and efficient.</li>
<li>Knowledge of the Women&rsquo;s Health and NGO sector.</li>
</ul>
<h3>Desirable</h3>
<ul>
<li>Experience in the community or Women&rsquo;s Health sector.</li>
</ul>
<h3>Other requirements of the role:</h3>
<ul>
<li>Successful applicants will be required to undertake Working with Children and National Criminal Records Checks</li>
<li>Please note under the Public Health Order 2021 all staff are required to be fully vaccinated with an approved COVID-19 vaccine or provide evidence of an exemption.</li>
<li>Previous applicants need not apply.</li>
</ul>
<h3>Enquiries</h3>
<p>Please direct enquiries to <a href="mailto:jobs@fullstop.org.au?subject=Executive%20Assistant%20enquiry%20via%20EthicalJobs" target="_blank" rel="noopener">jobs@fullstop.org.au</a> using the subject line: <strong>Executive Assistant enquiry via EthicalJobs.</strong></p>
<p><strong>A position description is attached.</strong></p>

The Executive Assistant will provide a high level of executive and administrative support to the CEO and the Board. 

Executive Assistant

Full Time

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Jobs at "Full Stop Australia"

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Training and Development Administration Assistant

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