The Office of the Deputy Commissioner (ODC), is a fast-paced, high-volume environment, with a small team responsible for providing strategic and operational support to the Deputy Commissioner, including departmental briefings and correspondence, inter and intra-government stakeholder relations and corporate reporting.

The ODC works closely with the Office of the Commissioner, the Office of the Minister for Youth Justice and Victim Support and Minister for Corrective Services, all directorates within QCS, other government agencies and external stakeholders.

Job details

The Executive Support Officer contributes to the effective delivery of services to the Office of the Deputy Commissioner, Organisational Capability by providing administration and secretarial support within the office and to the business units that report to the office.

In this role you will:

- Assist with the preparation of briefs, memorandums, submissions and executive and ministerial correspondence
- Maintain electronic files and directories and hard copy files in accordance with the department's recordkeeping system and policies
- Manage the completion and submission of human resource documentation including staff appointment, staff movements, fortnightly HR reporting, leave forms for the unit
- Undertake procurement and financial processing duties requiring financial reporting, purchase orders, corporate card reconciliation and monitoring of transactions.
- Maintain facilities and equipment, including performing stock-takes and maintenance of asset register
- Provide meeting support for the unit including scheduling, booking conference rooms and IT resources and organise teleconferencing
- Book travel including accommodation, car hire and flights
- Undertake end of month financial activities, such as preparation of journals
- Provide administration support to the Staff Officer
- Prepare agendas, take notes and minutes for meetings
- Liaise with officers at all levels within both public and private sectors in relation to the unit's activities.
- Manage own workflow by negotiating and confirming work priorities for work completion in consideration of the needs of other officers.

The essential requirements for this role are:

- A well-developed written and verbal communication skill with a focus on providing strong customer service
- Competence in maintaining an accountable recording system
- Proven administrative skills
- Ability to apply and understand departmental policies and procedures
- Ability to use judgment and discretion with confidential information
- Planning and organising abilities to ensure tasks are completed within the required deadlines and in accordance with all relevant policies and procedures
- Information technology skills at a competent level with the willingness to learn new IT skills and use internal information management databases as well as Microsoft Office software
- Decision making and reasoning involve gathering information, evaluating a variety of solutions, and selecting the best option, working ethically, working under pressure and demonstrating resilience
- Teamwork skills with the ability to work without supervision and as part of the broader team. In addition, demonstrated ability to collaborate and contribute to team results.

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.

• 646734 25 - Role Description (PDF, 656KB)
  
  
  646734 25 - Applicant Guide (PDF, 957KB)