_{02nd May, 2025}

Position Classification
Administration Officer AO7 ($116,583-125,382)

Location
Batchelor

Reporting to
Deputy Chief Executive Officers

Licences
Applicants must have an Ochre Card and a current Police Check and/or the ability to obtain these prior to commencement.

Required Qualifications
Relevant tertiary qualification and/or certificate or diploma in business administration or previous executive / administration experience.
Original certified copies must be supplied.

How to apply
Submit application to recruitment@batchelor.edu.au

• All applications must include a completed application lodgement form
• Each selection criteria must be individually addressed
• Current CV/resume to be included

Indigenous Australian applicants are encouraged to apply for Batchelor Institute vacancies.

Tenure
Full Time Permanent

Applications close
09 May 2025

Purpose of the Position
The primary objective of this position is to provide high level executive, secretariat, and administration support to the Deputy Chief Executive Officer Academic and Student Experience and Deputy Chief Executive Officer Operations. The Executive Officer will manage and lead a team who will provide administrative support to the Senior Executive TEAM (SET).  This is done on a daily basis through diary management, preparation of reports, coordinating travel and accommodation arrangements, developing good administrative systems and assisting the Deputy Chief Executive Officers with administrative tasks on key projects.

Duties

• Provide high level secretarial and administrative support including processing all correspondence, maintaining records, initiating follow-up action to ensure deadlines are met, filing, handling telephone inquiries and visitors, scheduling appointments, and meetings, compiling and distributing meeting papers often with limited supervision and short timeframes.
• Manage and lead an administration team that provide administrative support to the Senior Executive Team (SET).
• Manage the Deputy Chief Executive Officer’s schedule including diary management, function, travel bookings and accommodation.
• Develop, manage, and maintain systems for managing records and correspondence, inquiries, confidentiality, and complaints.
• Draft responses for the Deputy Chief Executive Officer’s correspondence.
• Oversee the daily operations of the office to ensure a productive and efficient work environment.
• Prepare reports, memorandums, minutes, presentations, and meeting papers as requested by the Deputy Chief Executive Officer.
• Manage, reconcile, and monitor the Deputy Chief Executive Officer’s expenses including credit card, request for goods and services, subscriptions, and external funding.
• Coordinate and prepare agendas and associated materials for meetings on behalf of the Deputy Chief Executive Officer for both internal and external stakeholders including and not limited to: ACIKE, NT and Federal Government, Executive Council, Indigenous Community Groups, Funding Bodies, Students, and Staff.
• Manage workflow including prioritising and monitoring important issues and deadlines.
• Research and follow up on issues/communications as requested by the Deputy Chief Executive Officer.
• Carry out projects, research issues and provide other assistance to the Deputy Chief Executive Officer as required.
• Coordinate the organisation of functions/hospitality as requested by the Deputy Chief Executive Officer.
• Other reasonable tasks/duties as directed by the Deputy Chief Executive Officer or Chief Executive Officer.

Selection Criteria

1. Relevant tertiary qualification and/or certificate or diploma in business administration or previous executive/administration experience.
2. Previous supervisory experience.
3. Proven ability to work to deadlines whilst maintaining a sense of urgency and attention to detail.
4. Demonstrated ability to work effectively in culturally diverse teams within the social, political, and cultural environments of Aboriginal and Torres Strait Islander families, communities, and organisations.
5. High level of integrity and discretion in handling confidential information.
6. Proven ability to manage multiple projects concurrently.
7. Strong analytical skills and ability to work independently and collaboratively.
8. Proven effective administrative and secretarial skills at the executive level including attention to detail.
9. Interpersonal skills including proficient written and oral communication which can be adapted to meet the needs of people from all educational levels.
10. Demonstrated initiative and managing workload priorities.
11. Understanding of Work Health and Safety principles and practices, and ability to comply with Institute WHS Policies and Procedures

For any enquiries please email recruitment@batchelor.edu.au

Apply For Job