Primary Objectives of Position
1.To provide secretarial and administrative and project support to the ACTU Assistant Secretaries and specified industrial / research staff.
2.To organise events such as seminars and conferences where required.
3.To assist with general administrative duties.
4.To work as part of a team developing efficient and effective ACTU administrative support processes and procedures.
jobdescription: Key Responsibilities
Manage the diaries of the Assistant Secretaries and including the co-ordination of meeting schedules and the preparation of meeting documentation briefing notes, agenda and minutes.
As required, organise events including booking of venues, sound systems, catering, tracking of attendees, production of invitations, event folders, name cards, the preparation of invoices and follow up of debtors.
Assist with, or undertake research or specified projects as required.
Organise the booking, preparation, set up and take down of meeting rooms including provision of data projection equipment, refreshments, documentation and signage
Organise interstate and overseas travel including the booking and confirmation of flights, accommodation, travel documentation, insurance cover and preparation of itineraries.
Produce high quality documentation including minutes, agenda, briefing papers, letters, speeches and submissions.
On a needs basis, draft the content of documentation for meetings, briefings and correspondence.
Manage incoming and outgoing correspondence and communications including proactively prioritising issues, drafting letters and systematically filing and storing hard copy and electronic files.
Manage the expense claims process of assigned staff in accordance with organisational guidelines.
Maintain and develop organisational databases
Participate in departmental and functional team meetings.
Provide assistance and relief support to PA to President and PA to Secretary when required.
Assist with general administrative support requirements on an as needs basis including reception duties, ordering of stationery, mail outs, maintenance of photocopiers, fax, printers, PCs.
Other appropriate duties as requested.
Internal Communication Requirements
Liaison with officers, industrial, research, administrative and accounts staff across all ACTU departments and sections
External Communication Requirements
Liaise with union affiliates, service providers, representatives from the government, media, and other stakeholders.
Key Criteria
Commitment to ACTU and union values
Capacity to prioritise work, exercise judgement, discretion and initiative whilst providing high level administrative support within a politically sensitive environment.
Excellent verbal and written communication skills
Research, Events and Project Management Skills
Capacity to use the computer applications and technology including:
Word Advanced
Excel Advanced
Power Point Intermediate
Access Intermediate
Capacity to use the Internet and communications technologies fax, email, telephone system, conference calls, video conferences etc
Typing speed 60 wpm desirable
Stenography or capacity to use a dictaphone desirable
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