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Operations Administrator

Women's Health Queensland Inc
  • Classification: Social, Community, Homecare & Disability Services Industrial Award 2010
  • Remuneration: Level 4.2
  • Working Hours: 0.8 FTE Monday to Thursday
  • Reports to: CEO

Supervises: Coordination of volunteers, supervisory support for the administration and communications officer, there may be some requirement to lead others within specialised projects or activities at times.

ORGANISATIONAL ENVIRONMENT

Women’s Health Queensland Inc (WHQ) is a not-for-profit women’s health and well-being service. We offer trauma-informed counselling, community classes, promote gender equity in the community and offer professional education opportunities. WHQ’s service delivery is guided by an operational and strategic plan. We work with a diverse range of clients and stakeholders. We acknowledge that not everyone who may seek our services may identify as female. As an Incorporated Association, the organisation is led by a Board who works in partnership with the staff to ensure that WHQ functions as an effective and dynamic organisation.

ABOUT THE JOB

This position is responsible for the administration and coordination of operational activities at WHQ. This role will provide executive assistance to the CEO, be responsible for policy and compliance and assist with data and reporting to government stakeholders. The role requires knowledge and understanding of program delivery and operational policy, and provides specialist high-level administrative and operational support across all aspects of WHQ.

DUTIES AND RESPONSIBILITIES

You will be accountable for:

  • Working independently and in collaboration with WHQ staff to:
    • Provide administrative support of a complex nature to the CEO
    • Draft professional communications for external stakeholders including government.
  • Ensure all programs and services are operating within the regulatory and compliance standards including but not limited to:
    • Women’s Health policies and procedures
    • Human Services Quality Framework
    • Statutory obligations (such as mandatory reporters in cases of children and young people at risk)
  • Develop, control and administer a records management service for the receipt, custody, control, preservation and retrieval of records and related material;
  • Undertake policy and procedure development, implementation and monitoring internally.
  • Identify and monitor risks.
  • Develop and maintain registers including: risk, improvement, feedback, incident, human resources, blue card etc.
  • Undertake and assist with audit processes.
  • Collate and prepare accurate data and reporting documents for funding bodies.
  • Provide assistance with drafting grant applications and remitting against them.
  • Undertake research and develop position papers.
  • Contribute to organisational business development.
  • Liaise with external stakeholders using a high degree of professionalism.
  • Identify and build partnerships, including philanthropic, to enhance, deliver, improve and extend the services WHQ offer,
  • Oversee process improvement initiatives focussed on improving operational performance,
  • Coordinate and at times supervise volunteers,
  • Expand the profile and reputation of WHQ.

GENERAL REQUIREMENTS

  • Demonstrated ability to work effectively both independently and as a member of a multidisciplinary team.
  • Demonstrated computer literacy and ability to use information systems including MS Office Suite applications.
  • Well-developed oral and written communication skills including the ability to communicate effectively with a diverse range of cultural and social groups.
  • Experience in initiating and managing productive relationships with partner organisations and other stakeholders.
  • Ability to actively understand, communicate and support WHQ’s vision and strategic goals, and communicate that to stakeholders, internally and externally.
  • Uphold high levels of confidentiality and integrity, liaising with others in a professional, respectful and constructive manner.
  • Current Working with Children Check or preparedness to obtain.

PERSONAL BEHAVIOURS

  • Commitment to the values of WHQ – including a feminist framework.
  • Supportive and collaborative team member
  • Honesty, integrity and accountability
  • Resilience and ability to

ABOUT YOU

  • Strong skills in effective operational practices – including administration, policy development, monitoring and quality improvement.
  • Highly developed communication skills with the ability to communicate effectively in a range of mediums with a diversity of stakeholders both internal and external.
  • A problem-solving attitude, with strong critical thinking skills and the ability to work independently.
  • Skills in accurate data management and synthesis, research and report writing.
  • Highly organised and able to successfully manage diverse and competing priorities in a busy environment.
  • Ensure a high level of confidentiality and integrity.

ADDITIONAL INFORMATION

This Position Description provides the minimum requirements for the role. Extra duties may be required as requested by your direct line manager. You may be required to work hours outside the normal work hours at varying locations. You will be compensated for any additional costs associated with working outside normal work hours in line with the SCHADS Award and National Employment Standards and WHQ Policies and Procedures.

SELECTION CRITERIA

Please respond to the selection criteria in no more than 2-3 pages.

  • 5 years of experience in a business administration, executive assistant, business development, operations coordination, or a relevant qualification combined with experience.
  • What skills do you have, and how have you previously demonstrated them, in operational administration, HR coordination, monitoring and improvements.
  • Give examples of your skills in communication and partnership development.
  • Demonstrate your skills in:
    • assessing internal and external impacts of policy and developing recommendations.
    • creating, implementing, monitoring and reviewing policies and procedures
    • actively supporting others to understand and follow policies and procedures
    • HR
  • Please give examples of your experience in accurate data collection, collation, research and report writing.
  • What is your understanding of feminism and how do you apply it in your life?
  • How can WHQ take our organisation to the next level? And why are you the right person to help lead that?

Applicants who identify as Aboriginal &/or Torres Strait Islander are strongly encouraged to apply.

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