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TSA Exec Assistant Office Coordinator PD - …

POSITION DESCRIPTION Executive Assistant / Office Coordinator together SA Level 5, 182 Victoria Square, Adelaide SA 5000 T 0417 473 229 E POSITION TITLE: Executive Assistant / Office Coordinator RESPONSIBLE TO: Chief Executive Officer EMPLOYMENT TYPE & TERMS: Fixed term contract to 30 June 2016 (renewable subject to future funding) 3 month probationary period Approx Full Time Equivalent - negotiable 16 18 hours per week, at least four days per week SALARY / AWARD: Level - $ per hour plus superannuation Social, Community, Home Care and Disability Services I

POSITION’DESCRIPTION’ Executive’Assistant/’OfficeCoordinator! Together’SA’ Level!5,!182VictoriaSquare,!AdelaideSA!5000’ T0417!473!229! ETogetherSARecruitment@gmail.com!!!!!’’’’’www.togethersa.org.au!

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Transcription of TSA Exec Assistant Office Coordinator PD - …

1 POSITION DESCRIPTION Executive Assistant / Office Coordinator together SA Level 5, 182 Victoria Square, Adelaide SA 5000 T 0417 473 229 E POSITION TITLE: Executive Assistant / Office Coordinator RESPONSIBLE TO: Chief Executive Officer EMPLOYMENT TYPE & TERMS: Fixed term contract to 30 June 2016 (renewable subject to future funding) 3 month probationary period Approx Full Time Equivalent - negotiable 16 18 hours per week, at least four days per week SALARY / AWARD: Level - $ per hour plus superannuation Social, Community, Home Care and Disability Services Industry Award 2010 LOCATION.

2 Adelaide CBD ABOUT together SA together SA is a social innovation start up. Our vision is that South Australia gets results on complex social issues. To do this we lead and resource the collective impact movement in South Australia to make population level change. This involves working with South Australian leadership groups to ensure they are well equipped to get results on the social issues of most concern to them.

3 We also create the conditions for success across the State and nationally. together SA plays an important role in the early stages of collaborations to ensure those working together have what they need to broker effective partnerships and build action plans based on data, evidence and meaningful community participation. SUMMARY OF POSITION AND KEY RESPONSIBILITIES: The purpose of this role is to provide the together SA Chief Executive Officer (CEO) with excellent administrative and operational support and ensure the together SA (TSA) Office is highly functional and responsive.

4 As part of a small team in an evolving start- up organisation, the Executive Assistant / Office Coordinator is an anchor role in the TSA Office and in the organisation s operations. TSA operates in a dynamic, rapidly changing environment which requires flexibility, adaptability, initiative as well as excellent organisation and problem- solving skills. The Executive Assistant / Officer Coordinator works with the CEO and team members, as well as a very broad range of stakeholders including TSA members, government representatives and departments, not- for- profit organisations, businesses, and other state and national organisations.

5 POSITION DESCRIPTION Executive Assistant / Office Coordinator together SA Level 5, 182 Victoria Square, Adelaide SA 5000 T 0417 473 229 E MAJOR RESPONSIBILITIES: ADMINISTRATIVE AND OPERATIONAL SUPPORT Provide high- level administrative support to the CEO including diary management and travel arrangements. Assist the CEO to maintain timely and effective internal and external communications.

6 Manage incoming and outgoing communication (telephone, electronic, hard copy and in person), ensuring it is responsive, welcoming and effective. Draft and edit correspondence, communications, presentations and other documents. Manage logistics for Board Meetings, Team meetings, workshops, events and functions. Assist with preparation, formatting and distribution of agenda and associated papers for Board meetings, Board Sub- Committee s, Team Meetings, and various other meetings.

7 Record, prepare and distribute meeting minutes and maintain organisational records. Research, collect and analyse data and other information to prepare reports and documents Office MANAGEMENT AND ORGANISATION SYSTEMS Establish and implement organisational systems and processes to ensure a smooth running and efficient Office including maintaining electronic and manual files and keeping records up to date, secure and accessible Support the development, implementation.

8 Review and improvement of organisational policies, procedures and practices in areas such as HR, Workplace Health and Safety, IT, legal and regulatory compliance and Office procedures. Oversee purchasing, invoicing, reimbursements and record- keeping, and work with the CEO and Book- keeper to monitor and manage annual budget. In cooperation with the Book- keeper, manage the annual Membership renewal process. Develop and maintain appropriate risk management processes and risk register.

9 Maintain and update the TSA asset register. Manage internal information technology. COMMUNICATION AND EVENT MANAGEMENT Develop and implement streamlined and user friendly systems, processes and tools to facilitate effective internal and external communication. Manage TSA external calendar of events and internal Team Group Calendar. Design and maintain stakeholder and Member database. Develop and disseminate a variety of electronic and printed communication.

10 Maintain the TSA website and social media presence. Support the planning and execution of functions and events. POSITION DESCRIPTION Executive Assistant / Office Coordinator together SA Level 5, 182 Victoria Square, Adelaide SA 5000 T 0417 473 229 E Other duties as directed by the CEO. PERSON SPECIFICATION Executive Assistant / Office Coordinator together SA Level 5, 182 Victoria Square, Adelaide SA 5000 T 0417 473 229 E SELECTION CRITERIA ESSENTIAL: QUALIFICATIONS/ SKILLS/ KNOWLEDGE: Successful experience managing a dynamic, rapidly changing Office and providing high- level administrative support.


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