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April

Executive Assistant

Parkerville Children and Youth Care INC - Midland, WA

Administration & Secretarial
Source: uWorkin

JOB DESCRIPTION

This position plays a key role in the provision of executive level support to the CEO and the Board of Parkerville Children and Youth Care. It holds responsibility for the oversight of any projects undertaken by the CEO and ensures governance compliance and modelling of best practice file, document and record-keeping management. As the most senior administration role within Parkerville CYC, this role also has the responsibility to supervise and support the organisation’s Service Support Lead to ensure that Parkerville CYC meets all standards and expectations for high quality customer focused administrative functions.


The key duties and responsibilities are:

  • The ability to provide quality and timely administrative and record keeping support to the CEO and Board.
  • Maintain and coordinate an effective calendar and filing system, ensuring the CEO and Board members competing demands are effectively managed.
  • Proactively manage correspondence to the Board and CEO, both emails and letters received. This includes preparation of responses and briefing notes as required, keeping the CEO updated.
  • Researches, prepares reports and summarises incoming information for CEO approval prior to Board pack inclusion.
  • Undertakes corporate governance policy development and annual reviews to ensure the maintenance of a robust and compliant governance policy framework.
  • Prepare agendas and minutes of various internal and external meetings convened or attended by the CEO (or other agreed meetings). Follow up matters arising at such meetings on behalf of the CEO.
  • Provide support to the Senior Leadership team as required.
  • Assists and/or leads the delivery of key organisational events and stakeholder engagement activities.
  • Supervises and supports the Service Support Lead to ensure the delivery of consistent, high quality and integrated administrative activity across the organisation.
  • In consultation with the CEO, supervise and support the Senior Policy Officer, Historical Claims to ensure all work is completed on time and of a high quality.
  • Ensures that all Freedom of Information (FOI) and legal requests for information, and/or court ordered documentation is provided in line with organisational policy and Privacy Policy requirements.
  • Liaises with government officers, stakeholders, members of the legal profession, Legal Aid staff and members of the public, as required and requested by the CEO.
  • Adopts a continuous improvement approach to all CEO and Board support activities to ensure information flows are agile and responsive in the support of executive decision-making and staff communications.
  • Performs other duties as required.


Selection Criteria

As the most senior administrative role within Parkerville CYC, the incumbent must be able to demonstrate a proven ability to embody and demonstrate the mission and values of Parkerville Children and Youth Care. They must also be able to lead and support team members to achieve service level goals while also supporting the Senior Leadership Group and Board to achieve strategic and governance aims. To do this well, the EA to the CEO must be able to meet the following criteria:

  • Completion of, or progress towards a relevant tertiary qualification.
  • Demonstrated higher order administrative, information management, and record keeping skills commensurate with senior executive and Board support requirements.
  • Highly developed verbal, written and interpersonal communication skills that support the ability to build and sustain positive and effective workplace relationships and the delivery of high-quality written work.
  • An ability to sustain high level performance, problem solve and meet demanding work deadlines with limited supervision.
  • Demonstrated ability to maintain discretion, confidentiality, maturity, judgement, political acumen, and diplomacy in responding to/and in management of enquiries from the CEO, Board, Senior Leadership Group, staff, people we serve, former residents and other stakeholders.
  • Ability to undertake research, analyse data and prepare summary recommendations for reports or responses to enquiries on behalf of the CEO.
  • Team focussed leadership skills that result in the planning and delivery of high-quality integrated service outcomes.
  • High level of flexibility to meet sometimes rapidly changing priorities and variable working duties and hours.
  • Demonstrated intermediate - advanced skills in Microsoft Word, Outlook, SharePoint, Excel, PowerPoint and proficiency in the use of Parkerville Children and Youth Care Inc’s other software packages.
  • Highly developed time management, planning and organisational skills with the ability to prioritise and meet deadlines.
  • Demonstrated ability to lead projects to completion.
  • Strong understanding of government and parliamentary practices and guidelines; and sound knowledge of FOI Act and other relevant legislation.
  • Proven ability in governance policy development, editing and review.
  • Ability to successfully identify and implement quality improvements to established work processes.
  • Committed to the principles of social justice
  • Values people, partnership, and teamwork with a keen focus on delivering outcomes.


Desirable

  • Post graduate training in governance within a not-for-profit organisation.
  • Expertise in the development and implementation of governance and whole of organisation policies and procedures.


Commitment to Safeguarding Children and Young People

Parkerville Children and Youth Care Inc. provides care and protection for the most vulnerable children, youth and families in the community and we are committed to keeping children safe. Therefore, in addition to the duties and responsibilities listed in this job description, you are also required to comply with our Code of Conduct and Safeguarding Practice and Behaviour Requirements of Staff.


You will receive a copy of the guidelines and code as part of your induction. You can also access an electronic copy of this information in the HR folder.


You are also required to:

  • provide a welcoming and safe environment for children and young people
  • promote the safety and wellbeing of children and young people to whom we provide services
  • ensure that your interactions with children and young people are positive and safe
  • provide adequate care and supervision of children and young people in your charge
  • act as a positive role model for children and young people
  • report any suspicions, concerns, allegations or disclosures of alleged abuse to management
  • where required by your role, maintain a valid ‘Working With Children’ check
  • report to management any criminal charges or convictions you receive during the course of your employment/volunteering

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