As the Executive Officer you will be required to provide confidential and essential support to the Deputy Commissioner as well as having significant influence on the effective and efficient operation of the Directorate.

You will also be responsible for managing the Directorate’s financial, travel and administration activities through the use of technology-based information systems that provide effective services to management and staff.

Job details

In this role you will:

- Provide high level confidential administrative and executive support to the Deputy Commissioner;
- Manage the Deputy Commissioner's diary, and quality control the administration of the Deputy Commissioner's meetings, including coordination of forward agendas and briefings and follow-up actions arising from meetings; 
- Diary and e-mail management on behalf of the Deputy Commissioner including scheduling appointment to effectively manage time;
- Manage the completion of human resource documentation relating to activities such as recruitment and selection, staff appointments, uniform ordering and staff movements including the reconciliation and monitoring of the Directorate establishment;
- Prepare monthly financial reconciliation;
- Undertake routine financial administrative tasks including payment of invoices, procurement activities, purchasing and reconciliations;
- Preparation of meeting agendas, minutes, presentations and board papers;
- Coordination of all Senior Executives schedules along with other Staff Officers and Executive Officers;
- Maintain effective communication and relationships between the Office of the Deputy Commissioner and the Office of the Commissioner;
- Manage the workload relating to administrative activities within the Directorate to ensure deadlines are met and compliance with Departmental procedures;
- Provide coaching and guidance to administrative staff with regards to the completion of their tasks in line with required standards;
- Provide high quality support to the Directorate and assist with the preparation of correspondence, including preparation of briefs, memorandums, submissions and executive and ministerial correspondence;
- Examine and action correspondence through the department's electronic record management systems;
- Provide advice to regions/directorate staff in the use of the Corporate Travel Management System (CTM);
- Liaise with officers at all levels within both public and private sectors in relation to the Directorate's activities;
- Ensure correspondence is formatted appropriately and checked for content and policy and amend where necessary;
- Prioritise incoming and outgoing correspondence and advise the Deputy Commissioner of urgent matters;
- Ensure confidentiality of all documentation handled and maintain a secure filing system;
- Quality assurance of outgoing directorate correspondence;
- Coordinate and manage logistics for speaking events, meetings and engagements for the Commissioner; and
- Identify and implement innovative and efficient processes to achieve business improvement of functions within the Office of the Deputy Commissioner.

Applications to remain current for 12 months.

Further information

We are committed to building inclusive cultures in the Queensland public sector that respect and promote human rights and diversity.

Please ensure you download all attachments and follow the instructions on how to apply.

Documents

Before applying for this vacancy please ensure you read the documents below.

• Final-Applicant-Information-Guide-QCS-September-2023 (PDF, 322KB)
  
  
  588007 24 role description (PDF, 418KB)