_{04th December, 2025}

Position Number
26389

Position Classification
Administration Officer AO7BI ($121,888 - $131,088)

Location
Batchelor & Charles Darwin University, Casuarina

Reporting to
Chief Executive Officer and 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

We encourage all Indigenous Australian applicants to apply for Batchelor Institute vacancies.

Tenure
Fixed Term Full Time (Maternity Cover)

Applications close
Sunday 14 December 2025

Purpose of the Position
The primary objective of this position is to provide high level executive, secretariat, and administration support to the Chief Executive Officer and Deputy Chief Executive Officers. This is done on a daily basis through diary management, preparation of reports, coordinating travel and accommodation arrangements, developing good administrative systems and assist the Chief Executive Officer and Deputy Chief Executive Officer with administrative tasks on key projects. You will also be supervising the Administration Officer (AO5) and delegating tasks to the Administration Officer.

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 the Chief Executive Officer and Deputy Chief Executive Officer's schedule, including diary management, travel bookings, and accommodation, while coordinating functions and hospitality as requested. Oversee and reconcile the Deputy Chief Executive Officer's expenses, such as credit card transactions, goods and services requests, subscriptions, and external funding.
• Draft responses, prepare reports, memorandums, minutes, presentations, and meeting papers as requested by the Deputy Chief Executive Officer.
• Manage, reconcile, and monitor the Chief Executive Officer and Deputy Chief Executive Officer’s expenses including credit card, request for goods and services, subscriptions, and external funding.
• Ability to build strong relationships with both internal and external stakeholders.
• 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 Chief Executive Officer and Deputy Chief Executive Officer as required.
• Oversee and lead the team of administration officers that support the executive team.
• Coordinate the organisation of functions/hospitality as requested by the Chief Executive Officer and Deputy Chief Executive Officer.
• Other reasonable tasks/duties as directed by the line manager.

Selection Criteria

1. Relevant tertiary qualification and/or certificate or diploma in business administration or previous executive/administration experience.
2. Proven ability to work to deadlines whilst maintaining a sense of urgency and attention to detail.
3. 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.
4. High level of integrity and discretion in handling confidential information.
5. Proven ability to manage multiple projects concurrently.
6. Strong analytical skills and ability to work independently and collaboratively.
7. Proven effective administrative and secretarial skills at the executive level including attention to detail and the ability to be discreet maintain confidentiality and discern sensitive issues.
8. Highly effective interpersonal skills including proficient written and oral communication which can be adapted to meet the needs of people from all educational levels.
9. Demonstrated initiative and managing workload priorities.
10. Understanding of Work Health and Safety principles and practices, and ability to comply with Institute WHS Policies and Procedures.

For any enquiries please contact recruitment@batchelor.edu.,au

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