Administrative Support Officer

Job Title: Administrative Support Officer

CLAIMS AGAINST SELECTION CRITERIA

Essential

SC 1

Proven experience in coordinating and providing administrative support

I have extensive experience in coordinating and providing administrative support, with experience across a range of businesses both within the public and private sector. My experience is vast and as a temp worker for many years, I have continuously been selected over other temps due to my success in providing high level administrative support for stakeholders in complex business environments. In brief, my relevant experience includes:

As PA to the Executive Director (Health System Support) at the Department of Health, I provided crucial administrative support to the Executive and the senior team. This included:

Management of the operations and administration of the office
Assist in the coordination of requests for information from the Office of the Director General, Minister for Health and Directorates within the HSS Division
Receive and record ministerial requests
Provide executive support to meetings and working groups
Undertaking a range of clerical, reception and administrative duties, such as organising meetings

As a temp to the public sector, I have vast experience across a range of Departments in regards to administrative support. This includes Administration Assistant at the North Metropolitan Area Health Service, Relief Secretary at Sir Charles Gairdner Hospital and Administration Assistant at the Department of Education and Training.

Experience obtained within these various roles include:

Providing administrative support and assistance to team and staff
Management of stationery suppliers and order processing
The management of enquiries and general office duties
Liaison with consultants, customers and the general public
Record management, including the creation of unit filing system, maintaining confidential records and filing of documentation
Accounts, petty cash, data entry and maintenance of distribution lists
Providing induction and orientation for new staff and organising rosters
Organising and coordinating meetings and minutes and travel arrangements

A specific example of my ability to coordinate and provide administrative support was the coordination of workshop training as Administration Assistant at the Department of Education and Training. In this position I collaboratively coordinated 800 courses and I was a key contact person. This involved determining schedules of various participants, responding flexibly to various stakeholder requirements, through to administrative support, including correspondence/mail mergers.

Finally, I note that I have relevant experience in financial support, including the processing of accounts payable and reconciliation of reports for expenses, travel and purchases.

I’m confident that my vast administrative experience and experience in coordinating activities will ensure that I provide timely support to all key stakeholders.

Further information to support application:

Diploma of Business (Administration) – Central Metropolitan College of TAFE
Certificate IV of Business (Office Administration) – Central Metropolitan College of TAFE
Several modules successfully completed for Certificate III Business (Medical Administration – Central Metropolitan College of TAFE

SC 2

Ability to implement effective office processes and systems

I have the demonstrable ability to implement effective processes and systems, as well as enhance current working practices. Selected demonstrable examples include:

In my current position as Accounting Services Officer at the Department for Planning and Infrastructure, I successfully implement business processes relating to accounting services and strictly follow relevant policies, procedures and systems. This involves implementing processes and systems relating to entering invoices, matching invoices received to purchase orders, preparing and checking invoices for payment, investigating discrepancies, through to checking the accuracy of processed invoices. My capacity to diligently follow and implement processes has ensured that records and invoices are managed effectively, efficiently and ethically and that there is a clear systematic accountability in the area.
As a temp within the public service sector, I embarked upon rapid familiarisation curves in each role to learn complex office processes and systems in order to support team members and the executive. I was often selected for more challenging roles over other temp candidates, due to my ability to provide exemplary service and ability to implement office processes and systems. For example as PA to the Executive Director (Health System Support), Department of Health, I provided a high level of administration support to staff and the executive. This involved following office processes relating to the coordination of information systems, ensuring office compliance with relevant legislation, assisting in the coordination of requests for information, receiving and recording ministerial requests in a timely manner, executive support for meetings and working parties, through to monitoring centralised processes for the Health System Support (HSS) Division.
Finally in my position as Receptionist/Office Assistant/Personal Assistant at Stage & Studio Productions, I not only implemented processes and systems but developed new office processes and procedures to enhance working practices. This included monitoring the work flow and providing administrative and clerical support in line with the requirements of the organisation. I also used my initiative to enhance working practices relating to reception, file management through to the development of policy on Occupational Health and Safety and Equal Employment Opportunity.

I am confident that this experience will enable me to implement all processes relating to business support, financial support and Ministerial liaison.

SC 3

Well developed research, analytical and problem solving skills

I have well developed research, analytical and problem solving skills and have the capacity to undertake research in relation to requests and enquiries, obtain relevant information, and resolve complex problems, as well as use judgement and common sense. Selected demonstrable examples include:

As Receptionist/Office Assistant and Personal Assistant, at Stage & Studio Productions, I identified problems relating to the lack of policies and procedures on key areas relating to Occupational Health and Safety, and Equal Employment Opportunity and Anti-Harassment. With the company involved in technical productions in which safety was a key issue, I took the lead in regards to the creation of policies that would meet the needs of the organisation. This involved:

Undertaking research in regards to what needed to be incorporated into relevant policies to provide the framework to ensure that the workplace was free from all forms of unlawful discrimination and harassment. This included researching specific hazards, providing an appropriate policy outline, clarifying issues and ensuring that the policy met the legislative requirements in managing discriminatory practices on the basis of an individual belonging to a particular group, such as sex, martial status, pregnancy, parental status, race, age, impairment, religion, political belief or activity and trade union activity.

I undertook research relating to occupational health and safety, including Manual Handling practices and Chemical Safety – in particular providing the framework for the minimisation of risk within the workplace and providing a policy which outlined both employers and employees responsibilities to make the workplace a safer place. This included obtaining policy from the Department of Consumer and Employment Protection and Equal Employment Opportunity and tailoring the policy to meet the requirements relevant to the workplace.

In my current position as Accounting Services Officer with the Department for Planning and Infrastructure, I resolve discrepancies relating to accounts payable. This includes investigating non-payment of outstanding invoices and overdue amounts on suppliers’ statements and liaison with other departmental officers to resolve these discrepancies and ensure the accuracy of processed invoices. My close attention to detail, accurate work and ability to quickly analyse data, ensures the quick resolution of these processing problems.

Finally, as a student, I have successfully undertaken research projects involving detailed analysis and investigation, ensuring appropriate and vigorous research methodology is used and identification of relevant and appropriate issues and their context to the matter and application in practice. For example I recently submitted a business plan for the course of study I’m undertaking on a part time basis for a Bachelor of Health Science at the Australian College of Natural Medicine. In undertaking this project, I identified the key areas of business success, researched Natural Health business statistics, other relevant issues and took a logical approach to developing a comprehensive, complete business plan.

The Course Instructor Carol Gibney, noted in an email: “Hi Melody – Just letting you know you got 100% for your business plan. There were three 100% in the two classes but yours should be 200% and I have made that comment with my submission and said you deserve the High Distinction. I hope they give it to you. Your’s is the most exceptional piece of work I have seen”

I am confident that this experience will enable me to undertake research on a range of subject matters directly relevant to the position, as well as take a logical approach to problem solving.

SC 4

Sound communication (written & oral) skills including the ability to take minutes

I have excellent communication skills, allowing me to effectively communicate with diverse stakeholders, as well as ensure the use of clear and concise language in verbal and written communication channels.

Written skills have been honed through preparing minutes, quotations, writing general correspondence and other business correspondence. Each of these requires a substantially different style and tone in order to make a point or influence decision making. I use plain language and adapt information to suit the reader.

Verbal skills have been honed through employment in diverse roles, and include the provision of advice, informing staff, verbally briefing stakeholders; including clients and other stakeholders. At all times, I try to distinguish the communication stye needed to address the audience.

As Receptionist/Office Assistant and Personal Assistant at Stage & Studio Productions, I communicated with a diverse range of individuals. This included assisting customers in a range of enquiries regarding a variety of issues and exercising sound judgement in determining each situation to ensure the provision of appropriate advice and assistance. Through this experience, I developed strong client service and communication skills, including:

Excellent telephone and face to face customer service
Exceptional skill in determining requirements and providing appropriate assistance/advice
Recognising and understanding clients’ perceptions and expectations
Successful complaint resolution and negotiation
Ability to remain calm in the face of challenging behaviours and situations
Ability to maintain a high level of confidentiality and discretion
Written skills, including writing policies for Occupational Health and Safety and Equal Employment Opportunity and general correspondence

As Administration Assistant at the Department of Education, I managed administrative tasks relating to the STIMS Project, involving organising relevant stakeholders, such as Senior Teachers and Principals in relation to the delivery of and attendance at workshop training for outcomes based education. This highly unpopular project had received very negative publicity and many stakeholders had become demoralised and wary of external union pressure. Within this environment, I managed to persuade staff to attend these courses. I note there were 800 courses to coordinate and I was a key contact person. This involved using clear and concise verbal and written communication, not talking over staff members, actively listening to staff and their concerns and keeping staff up to date and fully informed.

As Secretary of the Council of Management of the Strata Company, I am engaged in the organisation of Council Meetings and associated documentation. This includes the provision of written Notices of Meeting and Agenda. As Secretary, I attend all meetings, record the minutes, prepare and distribute the final copy of Minutes to all Councillors. I also identify correspondence that is required, compose and distribute the documentation as identified.

As Administration Assistant at North Metropolitan Area Health Service, I managed administrative tasks relating to the Ambulatory Care management unit team. Specifically, this included the organisation of team meetings – with Notices of Meeting, Agenda and Minutes. I wrote, proof read, edited and compiled the minutes for each meeting and distributed the documentation in an efficient and timely manner to all attendees. Further, I performed the same tasks for meetings with the other Ambulatory Care Administrative Assistants who held their own meetings to identify issues relevant to their roles.

Finally, as PA to the Executive Director (Health System Support) at the Department of Health, I provided key administrative support. This included the coordination of requests for information, preparing draft correspondence, proofing ministerial and general correspondence and ensuring responses are in accordance with agreed standards, providing advice through to support to the HSS Division Director and staff. This involved communicating clearly, respectfully and appropriately, keeping stakeholders up to date, and showing a commitment to client service.

I am confident that my communication and interpersonal skills will enable me to communicate effectively with a wide range of stakeholders.

SC 5

Proven organisational and planning skills including ability to prioritise workload to meet deadlines

I have a successful record of achievement in the planning and implementation of a wide range of administrative tasks, in order to meet deadlines and simultaneously provide a high quality of work.

Selected demonstrable examples include:

In my position as Administration Assistant at the Department of Education and Training, I was responsible for providing key support in relation to the delivery of and attendance at workshop training for outcomes based education (STIMS Project). In this “hot seat”, I managed a range of deadline driven tasks, relating to the administration of the workshops, including placement of teachers into over 800 courses.

As PA to the Executive Director (Health System Support) at the Department of Health, I managed a diverse range of deadline driven tasks. In order to meet tight deadlines, I juggled a range of tasks, from the coordination of requests for information from the Office of the Director General, Minister for Health and Directorates, preparing draft correspondence, providing advice to support staff and HSS Division Directors, providing support to meetings and working parties, through to coordinating and managing complaints. In this highly autonomous and busy role, I successfully met a range of deadlines, monitored progress, identified and articulated outcomes that were realistic, measurable and consistent with organisational requirements and ensured the successful delivery of outcomes.

Finally, as Administrative Assistant for the North Metropolitan Area Health Service, I provided administrative assistance and support for the Ambulatory Care management unit team and other Administration Assistants as required. This involved juggling a diverse range of tasks to meet deadlines, relating to staff calendars and scheduling, arranging for travel bookings, through to organising meeting and minutes distribution.

In successfully undertaking these roles:

I identified my own work goals and prioritised them in accordance with the agency and stakeholder requirements
Achieved work goals and revised work plans to attend to ongoing or new responsibilities
Continuously reviewed and reassigned priority to tasks
Implemented procedures to alert myself of impending deadlines
Used technology to assist with task management
Ensured prompt attendance to tasks and commitments

I am confident that my organisational skills, ability to work with limited supervision, combined with the quality of my work, will ensure that I will effectively carry out a range of administration tasks and projects, as well as meet deadlines relating to research, secretarial support activities and various projects.

SC 6

Ability to operate PC computer systems and software packages such as Word, Excel and PowerPoint to a high standard

I have high level skills in the use of computer systems, software packages and web-based technologies, including a high level of operation of PC software, including the MS Office Suite; MS Word, MS Excel, MS PowerPoint, MS Publisher, MS Outlook, and the use of spreadsheets and database fundamentals (MS Access). I also have relevant knowledge of and experience in specific software packages utilised by various agencies, including those in the Department for Planning and Infrastructure, Department of Health, and Department of Education and Training.

Throughout my career, I have been responsible for a diverse range of administrative tasks, requiring high level computer competencies. Selected relevant examples include:

In my current position as Accounting Services Officer, I manage administrative tasks relating to the payment of invoices and reconciliation. In this position, I use computer software to collate, enter and investigate discrepancies. I also utilise email and word for general correspondence and advising staff members.
As PA to the Executive Director (Health System Support), at the Department of Health, I provided a high level of support, from maintenance of online records, diary management via Outlook, general correspondence using MS Word, logging and tracking correspondence on Access Databases and preparation of travel reports. My high level competencies in MS Word and Access, enabled me to provide appropriate and timely support to the executive and his team.
As Office Assistant with Stage & Studio Productions, I utilised relevant software and databases in order to manage day to day operations. This involved the utilisation of MS Word for quotations, memorandums and facsimiles, the utilisation of comprehensive spreadsheets/databases for information provision, MS PowerPoint, through to the use of template documentation, template construction and maintenance in Word and Excel.

Computer competencies utilised within these positions and others include:

Extensive knowledge of MS Word, including document fundamentals, viewing and navigating documents, management of files, graphics and diagrams, utilisation of tables, creation of letters, customised documents and templates and the utilisation and use of keystroke shortcuts
Knowledge of entry techniques and controls for spreadsheets and database information systems
Word-processing skills, including use of MS Word to present and write all documents and touch typing skills
Utilisation of email, (MS Outlook) including attaching documents/files, and the utilisation of filtering functions, and
Utilisation of the internet, including undertaking comprehensive searches and use of the intranet
Utilisation of spreadsheets

I am confident that my superior computer competencies will enable me to exploit the advantages offered by technology to provide a high quality customer focussed business process and services for staff and the functional area.

SC 7

High level of competence in the preparation of a broad range of documents

I have relevant experience relating to the preparation of documents for stakeholders. Selected demonstrable examples include:

As PA to the Executive Director (Health System Support), at the Department of Health, I prepared monthly and quarterly travel reports for the Executive Director for Director General for Minister for Health approval. I also helped prepare general correspondence, including proof reading and editing correspondence.

As Administration Assistant for the North Metropolitan Area Health Service, I created Distribution lists for email contact, prepared agendas, and recorded the minutes, through to recording and maintaining an Asset Register.

As Secretary of the Council of Management of the Strata Company, I am responsible for the preparation of documentation relating to the Strata Company.

As Administration Assistant at the Department of Education and Training, I provided secretarial and administrative support, including the preparation and coordination of correspondence.

As Office Assistant at Stage & Studio Productions, I prepared policy documents in regards to Occupational Health and Safety and Equal Employment Opportunity.

In preparing documents, I ensure the clear use of language and format documents for easy reading. This includes the use of crisp language, simplicity, with the avoidance of complex sentence structures, the use of plain English, ensuring the design of the document enables the reader to grasp the main points easily, through to avoiding adjectives, adverbs, acronyms and tautologies (repetitious phases).

I am confident that this relevant experience will enable me to manage accurate records, prepare agenda papers and minutes, draft correspondence and prepare any other documents required of me.

Desirable

SC 8

Knowledge and understanding of administrative and government procedures, particularly in dealing with ministerial, parliamentary and government correspondence at a senior level.

I have a sound understanding of administrative and government procedures, with varied experience across a range of portfolios at various government departments.

I understand that the Department for Planning and Infrastructure is governed by relevant policies and procedures. Under this umbrella are regulations/procedures governing how the agency operates, as well as a range of policy documents that need to be adhered to, including Code of Conduct, Manuals. These documents include all relevant ‘Style Guides’ or document construction policies relating to the creation, development and formatting, response to and distribution of Ministerial correspondence and responses, Briefing Notes and Parliamentary Questions as identified. There are further standards and practices relating to the adherence of Equal Employment Opportunity and Non-Discriminatory behaviours.

In my various public sector roles, I have adhered to administrative and government procedures and two selected examples include:

As PA to the Executive Director (Health System Support), at the Department of Health, I helped ensure the office’s compliance with relevant health and public sector legislation, policies and procedures, received and recorded ministerial requests in accordance with the office requirements, and coordinated and distributed complaints received by the office in line with relevant procedures.

In this position, I also reviewed ministerial and general correspondence and ensured that responses were in accordance with agreed standards, as directed by the Executive Director and enforced by the Ministerial Liaison Unit.

As Administration Assistant for the North Metropolitan Area Health Service, I managed all matters in line with the agencies requirements. This included providing induction and guidance to new staff members, the efficient processing of accounts in accordance with procedures, recording and maintaining an asset register of equipment, through to ensuring compliance relating to petty cash, such as obtaining Reimbursement of Expenses for Ambulatory Care management unit team and external individuals.

: Job Title: Administrative Support Officer