About Julyardi Aboriginal Corporation
Julyardi Aboriginal Corporation is a not-for-profit, client focused organisation that delivers wraparound services to the Hedland Aboriginal Community. You will be part of a growing, innovative, local Aboriginal Corporation that operates with the guidance of Hedland Aboriginal Strong Leaders
Julyardi Aboriginal Corporation has 2 roles available within our growing Administration Team: Administration Officer and Executive Assistant. Please refer to the applicable role descriptions below.
Administration Officer
About The Position
Julyardi Aboriginal Corporation is seeking a passionate and innovative Office Administrator. This position will ensure the smooth running of the daily office operations. Working closely in a busy office environment, you will be exposed to all aspects of the business and provided with opportunities for growth and development.
Key Responsibilities
* Maintaining a clean, safe, and enjoyable working environment.
* Make and coordinate appointments and meetings as requested.
* Attend meetings are required
* Prepare documents as required including correspondence, spreadsheets, memos, agendas, minutes.
* Record keeping – ensure registration, safekeeping and archiving of client files, etc.
* Prepare and manage documents relating to staffing and HR including maintenance of staff records, including monitor adherence to Working with Children Checks, Privacy, OH&S, EEO policies.
* Running of front office and reception (answering and making phone calls, responding to queries, managing guests).
*Managing mail inwards and outwards.
* Arrange travel plans for managers and employees, including flights, car rentals, hotel accommodation.
* Financial tasks including, invoicing, stock take and banking, petty cash, etc.
* Housing and Fleet Management
* Asset Management
* Purchase and manage office supplies and equipment.
* Provide all necessary office support to the team.
* Escalate queries to appropriate senior staff.
* This list is not exhaustive, and the role may change to meet the overall objectives of the company.
Other duties may be assigned from time to time in line with your experience and skill level.
Skills
* Time management/organisation: accomplish objectives effectively within timeframe given, ability to set own priorities and use initiative when required.
* Excellent attention to detail
* Professional approach when dealing with clients in person and on the telephone
* Strong English communication skills both verbal and written.
* Culturally aware.
* Proficient with computer skills including SharePoint, Outlook, Word and Excel
* Ability to create and maintain strong relationships with community partners.
* Able to store records safely and appropriately.
* Commitment to workplace integrity and confidentiality
Experience – Desirable
* Previous experience in administrative role with sound knowledge of administrative activities
* Previous experience working with at risk communities.
* Previous experience working with Aboriginal people.
Other Essential Requirements
* Unrestricted drivers licence with driving history compatible with coverage by organisations insurance company
* Working with Children Check
* National Police Check (not less than six months old)
Executive Assistant
About The Position
Julyardi Aboriginal Corporation is seeking a passionate and innovative Executive Assistant. The Executive Assistant will provide high-level administrative and organisational support to senior executives, ensuring they operate efficiently and effectively. The role requires discretion, attention to detail and the ability to manage multiple priorities in a dynamic environment.
Key Responsibilities:
CEO Support
* Providing an exceptional level of confidential executive administrative support to the CEO
* Providing a high level of confidential support to the Board and Executive Management Team.
* Identifying and delivering timely recommendations to the CEO regarding optimum reporting systems and processes.
* Manage the flow of information from a variety of stakeholders which is sensitive and highly confidential in nature with discretion.
* All aspects of email, phone and diary management, including; actioning, filtering, prioritising and filing as required.
* Schedule and coordinate both internal and external meetings, and responding to meeting requests, ensuring the most efficient use of time;
* Maintain effective relationships with key contacts and relevant stakeholders and ensuring appropriate responses are provided and that clear and comprehensive details are taken and delivered;
* Effective coordination and follow-through of the activities and commitments of the CEO by producing and managing a master calendar of critical key dates each calendar year.
* Deal with routine enquiries and refer only those calls to the CEO which requires their attention.
* Maintain the CEO filing system ensuring that all correspondence incoming /outgoing and other necessary documents are appropriately filed.
* Take minutes of nominated Board and Committee meetings and prepare draft for approval by CEO.
* Coordinate meetings (agenda, papers and minutes) of the Executive Leadership Team
* Ensuring all aspects of administration are managed, organised and dealt with efficiently.
Co-ordinate activities associated with Board and Committee Meetings
* Send date reminders, follow up on outstanding reports
* Prepare meeting room, materials and recording equipment
* Take full minutes at all Board and Committee meetings, prepare draft for approval by the CEO and distribute
* Prepare Board and Committee Agenda and print papers for those requiring hard copies
Customer Service
* Building strong relationships across and outside the organisation.
* Demonstrates a proven capacity to influence people and outcomes to get the job done.
* Demonstrates a strong customer service ethic and passion for the role.
Skills
*Experience supporting Senior Executive Managers and/or Board members;* Demonstrated effective time management skills and presents well with a high level of initiative, enthusiasm, drive and energy;* Sound interpersonal and communication skills including the ability to establish and maintain professional relationships with management and staff at all levels and external parties to achieve required business outcomes* Extensive experience in minute taking at Board level* Builds strong customer relationships based on superior service, plans and implements service improvement initiatives and effectively addresses service issues, and fosters a collaborative team spirit focused on service delivery.* Liaises effectively to understand stakeholder needs and interests and provides valued expert assistance aligned with business unit objectives.* Gains respect from stakeholders, based on expertise, using effective negotiation techniques to motivate others and plan, negotiate and implement projects based on underlying trust in order to achieve objectives.* Strong attention to detail* Exceptional organisational skills* Ability to handle pressure and competing demands, remaining level-headed and in control* Extensive knowledge of contemporary office administration practices and procedures* Outstanding written and oral communication skills enabling you to edit, draft and build sound correspondence, presentations and other documents as required* Outstanding time management skills* Proficient level capability in MS Office and other programs as well as an eagerness to learn and apply other software and programs* Strong ability to prioritise and manage multiple tasks, planned and unplanned*Flexible, agile and open to change*Ability to confidently liaise at all levels* Ability to meet tight deadlines
Experience/Qualifications – Desirable
* Qualifications in Administration or Business, desirable but not necessary
* Previous experience in administrative role with sound knowledge of administrative activities
* Previous experience working with at risk communities and Aboriginal people
Other Essential Requirements
* Unrestricted drivers licence with driving history compatible with coverage by organisations insurance company
* Working with Children Check
* National Police Check (not less than six months old)
For further information please contact dsampson@julyardi.org.au
You are encouraged to apply if you identify as an Aboriginal or Torres Strait Islander person.
Julyardi Aboriginal Corporation reserves the right to commence shortlisting and interviews prior to the closing date.
Julyardi Aboriginal Corporation is committed to ensuring a workplace free of discrimination. Our organisation complies with equal opportunity laws and is committed to providing a safe and pleasant working environment for all employees.
Sponsorship is not available. Candidates must have right to work in Australia.
