Job Title: Administrative Support Officer
Word Limit: Max 3 Pages
Location: Perth Western Australia
Demonstrated ability to communicate with and provide administrative support to senior and
executive staff.
Adept at communicating to multi-tiered internal and external stakeholders via verbal and written
approaches, I consistently build quality relationships to cultivate collaborative work practices and
meet organisational objectives. At the Public Trustee and the Department of Health, I have acted
as the first point of contact for clients, both via telephone and face-to-face. In these roles, it has
been imperative to correctly identify and therefore address customer queries, concerns and
complaints, and I have often been required to go beyond the usual functions of my role to provide
adequate assistance and resolve major issues.
Whilst working for the Department of Health, I was responsible for full administrative support to
clinicians and specialists within the Child and Adolescent Community Health section. Throughout
this position, I was responsible for included arranging bookings for hotel rooms, government
vehicles and taxis for clients, data entry and retrieval of requested reports by medical team, typing
of confidential correspondence and reports, drafting documents from written notes and full diary
management. While assisting a senior specialist with travel arrangements, I was required to book
multiple transportation to a very strict daily timeline. This was a high level of responsibility as this
specialist needed to be at critical events without out any delays at all, I was humbled at the trust
put upon me to manage the expectations. By systematically approaching the itinerary and
applying high-level communications skills with relevant providers, I successfully ensured that the
specialist made it to all arrangements ahead of time. The results of my actions acknowledged by
the specialist who personally thanked me for my attention to detail and meticulous approach in
the execution of their requirements.
Ability to work independently and exercise initiative and discretion.
Having performed in roles that deal with sensitive issues on a national scale, I am well practiced in
meeting tight deadlines and employing extreme discretion. In my previous role as Receptionist
Clerical Officer at the Department of Health, I was trusted with the access to the multi-disciplinary
team diary and patient files, consistently maintaining confidentiality regarding the delicate nature
of this information.
Furthermore, I commenced this position with little supervision and training due to the nature of
my direct manager being based at another site and the fast-paced environment. Within my
employment, I was challenged with assisting a family who had lost a member in an accident and
required information regarding support services available in line with our procedures. Because of
my invaluable career experience, pro-active initiative and ability to exercise independent
judgement, I was able to fulfil the needs of this family. With well-honed skills gained in a role
where a sensitive enquiry or pressing problem may need to be dealt with and solved immediately,
I am well versed in using my initiative and acting rapidly to meet strict timeframes. The value of
my recent experience demonstrates my worth as an Administrative Assistant and I would be an
asset to the Disability Services Commission.
Demonstrated organisational skills, including the ability to achieve specified outcomes in an
environment of competing demands.
My current position as Estate Officer with Public Trustee is extremely autonomous. I am
responsible for reconciliations of financial transactions and completing projects on an
independent basis. Faced with competing deadlines to complete these exercises and submit to
relevant stakeholders, I work without supervision and minimal direction.
This position requires high level prioritising skills, and I regularly use my strong negotiation skills to
negotiate with different work areas regarding competing priorities. I currently am responsible for
supporting management with required tasks and assisting customer enquires throughout the day.
Because I often work across many functions at one time, I use a variety of tools to prioritise and
organise my work, and schedule my time. Although simple tools, I use a diary and task list to track
my daily activity requirements and the accuracy of the information contained is crucial for tracking
productivity information and reporting against personal and team key performance indicators. It
also helps me to prioritise tasks against approaching deadlines and can highlight bottlenecks in
timelines. By identifying conflicting deadlines, I am able to prioritise the most important tasks to
ensure that my timelines and plans are not compromised.
A proven ability to prioritise tasks and continually re-assess workflows and priorities in a busy and
demanding environment, the key factors I use when assessing priorities are deadlines and
operational implications. Demonstrating my strong prioritising skills in my current role, within the
Public Trustee, I adhere to the critical nature of all service level agreements by ensuring that I
understood a situation and relevant policies prior to commencing the task. The tasks within my
position such as, support to management, processing of receipts and payments, answering
customer queries, drafting correspondence and file management, all required different time
inputs with varying and often conflicting deadlines. In addition, I reported to different people for
most of these tasks and have found over the past year in this role that I have gained exceptional
skills in balancing different managers and stakeholders.
Effective written and verbal communication skills.
Dedicated to fostering a collaborative team environment and building strong relationships with all
levels of internal and external stakeholders, I have developed paramount communications skills in
both written and verbal contexts. Having the ability to communicate with customers, colleagues
and highly regarded individuals ensures that I am well equipped to thrive in the role of
Administration Assistant. In particular, as Administrative Assistant at Department of Health, I had
to liaise on a daily basis with staff from different departments and at all levels, supervision of staff,
other correlated agencies and members of the public. Most of the communication was face-to-
face while a considerate amount was via email and by telephone, as well. Regularly commended
for the professional manner in which I carried out these duties and have had no issues with
interacting with any of the parties involved.
One of my key responsibilities was management of regional assets within Department of Health.
Managers would phone me to request expenditure and I would personally meet with them to
discuss their requirements. Updating the company systems accordingly, I would enter all required
information for reporting purposes. Due to confusion in the process and thresholds available, I
created documentation to allow a transparent procedure and encourage collaboration on desired
outcomes. This process required well-developed communication skills to ensure I acquired a
perfect understanding of staff needs and clearly communicated this to relevant stakeholders.
Written communication skills are also well developed and I have utilised these skills in writing the
documents such as: updating job descriptions, writing of employment contracts, professional
correspondence and official memos to staff.
