Project and Administration Officer

This position will be employed within a team that supports the governance function for the North Queensland networked hub model (networked hub). Various functions of the networked hub will be provided by external stakeholders, and the team will work closely with all stakeholders to support the governance function. The networked hub will enhance the local DFV immediate responses for victim-survivors and strengthen referral pathways across the Local Governance Areas (LGA) of Townsville City, Burdekin, Hinchinbrook and Palm Island. The governance function provides strategic oversight of the networked hub. The function will monitor the overall progress of the model, identify trends and emerging issues to ensure the model works effectively and efficiently for victim-survivors. This will ensure that practitioners are supported in their roles to deliver safe and effective outcomes for victim-survivors.

The Project and Administration Officer supports the Governance Lead and broader governance team by coordinating governance logistics, meetings, records, communications and document control for the North Queensland networked hub model. The role ensures governance meetings are well organised, agendas and papers are prepared and distributed, minutes and action registers are accurate and current, agreed actions are followed up in a timely manner, and governance records are maintained to support accountability, transparency and effective decision-making.

Duties & Responsibilities

The Project and Administration Officer will:

·Coordinate governance meeting logistics, including scheduling meetings, confirming attendance, booking venues or online meeting links, arranging resources and supporting smooth meeting delivery.

• ·Prepare, collate and distribute agendas, meeting papers, briefing materials and supporting documents in consultation with the Governance Lead and relevant stakeholders.
• ·Record accurate minutes, decisions, discussion points and agreed actions for governance meetings and circulate endorsed records within agreed timeframes.
• ·Maintain action registers, decision logs, attendance records, correspondence registers and other governance records, ensuring actions are tracked, followed up and reported to the Governance Lead.
• ·Support document control processes, including version control, filing, storage, naming conventions, distribution lists and retrieval of approved governance documents.
• ·Coordinate stakeholder communications related to governance meetings, papers, actions, timelines, records and follow-up requirements.
• ·Provide administrative and project support to the Governance Lead, including maintaining calendars, workplans, registers, contact lists, task trackers and reporting timelines.
• ·Support timely follow-up of agreed actions by liaising with internal teams, partner organisations, government agencies, funders and other stakeholders as directed.
• ·Ensure meeting records, communications and governance documentation are managed in accordance with privacy, confidentiality, records management, funding, policy and organisational requirements.
• ·Contribute to culturally safe, respectful and well organised governance processes that support effective collaboration, accountability and continuous improvement.

Working Relationships

This position reports directly to the Governance Lead and works collaboratively within the governance team, including the Data and Quality Officer, Community and Youth Services leaders, TAIHS programs, corporate support functions, partner organisations, government agencies, funders and other stakeholders to support effective governance logistics, meeting coordination, communications, records management and follow-up of agreed actions.

Required Qualifications and Experience

• ·Relevant qualifications and/or demonstrated equivalent experience in administration, project support, governance support, business administration, community services or a related field.
• ·Demonstrated experience coordinating meetings, preparing agendas and papers, recording minutes, tracking actions and supporting timely follow-up.
• ·Strong capability in records management, document control, register maintenance, correspondence coordination and administrative systems.
• ·Experience supporting projects, governance processes, stakeholder communications or multi-agency working groups.
• ·Knowledge of privacy, confidentiality, records management and ethical information handling requirements.

Required Licenses and Checks

·       Ability to pass a National Police Check – no Serious/Criminal/Court Records

·       Current Blue Card (Queensland’s Working with Children Check)

·       Current C Class Drivers Licence (Qld)

·       Proof of qualifications and current registration (as appropriate) are to be provided prior to commencement of employment

• ·       Ability to perform the physical requirements of the role in a safe manner
• ·       Offer of the position may be subject to a pre-employment medical assessment to support the selection process.

Required Attributes

·       Highly organised and reliable, with strong attention to detail and the ability to manage competing priorities, deadlines, meeting cycles and follow-up requirements.

·Strong written and verbal communication skills, including the ability to prepare clear agendas, minutes, action records, correspondence and governance documents.

·Demonstrated commitment to Aboriginal and Torres Strait Islander community control, cultural governance, cultural safety and respectful engagement with community, Elders, families and stakeholders.

·Confident and professional stakeholder communication skills, with the ability to coordinate information, follow up agreed actions and maintain positive working relationships.

·Accountable, discreet and consistent in managing confidential information, governance records, document control and administrative processes. 

Practical Requirements

·       Work outside of normal hours of duty may be required

·       Travel across the region may be required

·       Ability to perform the physical requirements of the position in a safe manner

·TAIHS staff may be exposed to infectious diseases at work, and some patients, clients and community members may be more at risk of becoming very unwell. To help keep everyone safe, TAIHS strongly recommends that staff stay up to date with their immunisations, which are listed in the TAIHS Staff Immunisation Guidelines

The full position description for this role is available on the TAIHS careers page: http//www.TAIHS.net,au/careers/

To apply – hit the apply now tab and submit your cover letter and resume outlining how your capabilities and experience align to the requirements of the role

Applications close Mid night August 2 2026

contact: HR@taihs.net.au