Position Classification

Position Title: Executive Assistant Position Classification: Level 6 Position Number: 312609 Faculty/Office: Faculty of Medicine and Dentistry School/Division: School of Paediatrics and Child Health Centre/Section: Department of Clinical Research and Education Supervisor Title: Associate Professor Supervisor Position Number: 101680

About the University

The University of Western Australia has an international reputation for excellence and enterprise and has been rated as one of the best comprehensive universities in Australia. It is one of the country’s leading research institutions as demonstrated by our Nobel Laureate and is the only WA member of the prestigious “Group of Eight” research universities.

Vision and Values The University of Western Australia vision is achieving international excellence. Its core values underpinning our activities are a commitment to:  A high performance culture designed to achieve international excellence  Academic freedom to encourage staff and students to engage in the open exchange of ideas and thought  Continuous improvement through self-examination and external review  Fostering the values of openness, honesty, tolerance, fairness, trust and responsibility in social, moral and academic matters  Transparency in decision making and accountability  Equity and merit as the fundamental principles for the achievement of the full potential of all staff and students

All staff are expected to comply with the Code of Ethics and the University’s Code of Conduct and demonstrate a commitment to its Equity and Diversity and Safety principles and the General Capabilities of personal effectiveness, working collaboratively and demonstrating a focus on results. Details of the University policies on these can be accessed at http://www.hr.uwa.edu.au/publications/code_of_ethics, http://www.equity.uwa.edu.au and http://www.safety.uwa.edu.au/policies.

About the work area

The Department of Clinical Research and Education (CRE) is located at Princess Margaret Hospital in the Children’s Clinical Research Facility (CCRF) building. The CRE supports clinical researchers in the Child and Adolescent Health Service by providing education and training for the conduct of research on the PMH campus.

The position provides high level executive and administrative support to the Director of CRE, the Co-ordinator of Clinical Research and the department in general and takes a lead role in the establishment and maintenance of office systems and procedures.

1 Organisation chart

Role statement

This role will report to the Director of Clinical Research and Education and the Co-ordinator of Clinical Research. It will provide high level executive and administrative support to the Director and the Co- ordinator of Clinical Research, and take a lead role in the establishment and maintenance of office systems and procedures.

Key responsibilities

Coordinate commitments of the Director, ensuring time is diarised and managed to maximise time and output in a demanding and often changing work schedule.

Initiate and/or edit documents, reports and correspondence of a confidential nature within tight deadlines, drawing on information or data gathered or provided.

Arrange and confirm all travel and accommodation arrangements for the Director as required, including approval documentation and itineraries as necessary.

Provide confidentiality in matters relating to the Department and by completing tasks in a highly professional manner using knowledge and understanding of the business of the Director.

Bring to the attention of the Director critical information and developments by environmental scanning and information sources.

Ensure procedures are implemented for appropriate information storage and retrieval in order to ensure timely retrieval of supporting documentation required by the Director and Co-ordinator.

Support the Department professionally and efficiently by receiving, screening, giving assistance or redirecting telephone and personal callers and providing assistance as required.

Undertake minute taking for Departmental Committee Meetings.

Complete other duties and tasks as directed.

Specific work capabilities (selection criteria)

Relevant tertiary qualifications or equivalent competency.

Substantial senior administrative experience (including experience in executive/personal assistant duties).

2 Demonstrated ability to work independently, show initiative and be a productive part of the team.

Highly developed written and organisational skills and demonstrated ability to set priorities and meet deadlines.

Excellent Microsoft Office skills including Word, Excel, Powerpoint and Outlook.

Experience in Finance processing including purchasing, generation of invoices and developing budgets

Special Requirements

Desirable (but not required): Proficiency in a range of computing skills including: graphic packages (e.g. InDesign, Photoshop), website management and the maintenance of databases.