Executive Support Officer

Description:

QFD Directorates provide support to a corporate service area and may also support operational service streams that leads the department's strategic framework and vision, driving performance and providing the tools and systems for frontline service delivery, staff and volunteers and works closely with other public safety agencies to ensure the planning and policy enhances the capability of its people, services, technologies and equipment to ensure they are contemporary, agile and able to meet the service delivery needs of Queensland communities.

As the Executive Support Officer, you will provide a high level of confidential executive secretarial and administrative support to meet the functions of the directorate in the coordination and delivery of QFD integrated services across the state. You will set priorities and monitor workflows to manage the functions of human resource and finance administration, records and database management, and provide secretariat duties as required. You will be responsible for the coordination and control of correspondence to liaising with internal and external clients and stakeholders on matters requiring direction, information or functional support.

About Us

The Queensland Fire Department (QFD) provides fire prevention, preparedness and response services to fire in the built and landscape environments, as well as scientific and specialist capabilities to Queensland communities. The QFD provides a multi-hazard emergency response, including road crash rescue, bushfire, hazardous material, technical and vertical rescue, severe weather incidents, remote and swiftwater rescue, and provides a number of functions supporting community safety outcomes.

The department encompasses Queensland Fire and Rescue (QFR), Rural Fire Service Queensland (RFSQ), as well as the broader department which work together to pre-empt, prevent, mitigate and manage the consequences of fires and other emergencies on Queensland communities and support our large volunteer membership across the state.

The QFD is an organisation that is focused on reframing the department's relationship with Aboriginal and Torres Strait Islander peoples, communities, and organisations through the Path to Treaty, Closing the Gap and building our cultural capability.

Purpose of the role

QFD Directorates provide support to a corporate service area and may also support operational service streams that leads the department's strategic framework and vision, driving performance and providing the tools and systems for frontline service delivery, staff and volunteers and works closely with other public safety agencies to ensure the planning and policy enhances the capability of its people, services, technologies and equipment to ensure they are contemporary, agile and able to meet the service delivery needs of Queensland communities.

As the Executive Support Officer, you will provide a high level of confidential executive secretarial and administrative support to meet the functions of the directorate in the coordination and delivery of QFD integrated services across the state. You will set priorities and monitor workflows to manage the functions of human resource and finance administration, records and database management, and provide secretariat duties as required. You will be responsible for the coordination and control of correspondence to liaising with internal and external clients and stakeholders on matters requiring direction, information or functional support.

Key requirements

Highly desirable requirements

• Experience with provision of administrative support in a senior executive environment.
• Queensland Government Purchasing qualifications (Level 1).
  
  
  

Your key accountabilities

Responsibilities

Your part in the ongoing success of our department, in supporting key frontline services will see you responsible for a variety of work, including, but not limited to:

• Provide a high standard of confidential secretarial, administrative and business support to the senior executive, this will include:screening and monitoring phone calls
• managing emails and appointment diary, including monitoring of generic accounts and ensure provide timely referral/response
• organising and coordinating meetings, workshops, conferences, travel and accommodation, and other events, including applicable protocol arrangements and supporting documentation
• collation, preparation and quality assurance of correspondence, reports, letters, ministerial and briefing notes, presentations, speeches, agenda and minutes
• maintaining knowledge of relevant department and whole-of-government policy and procedures
• ensuring compliance and governance is maintained.
• Monitor, prioritise, register, action and disseminate incoming correspondence to effectively manage critical information and workflows.
• Utilise human resource, finance and other departmental systems/databases to record, update and report on business activities to resolve issues and to ensure compliance and effective maintenance of records.
• Liaise and maintain positive working relationships with internal and external stakeholders at all levels, to support key processes, procedures and delivery of unit outcomes.
• Coordinate the administrative operations of the Directorate to ensure that practices and activities are delivered in a timely and efficient manner.
• Provide secretariat support as required to meetings and committees by preparing agendas, recording and circulation of minutes and follow up on actions and outcomes.
• Provide procedural advice, coaching, guidance and support to other staff across the directorate and contribute to recommendations for improvement.
• Ensure office equipment, resources and supplies are efficiently and effectively maintained.
  
  
  

Capabilities

Role

To determine your suitability for the role, you will be assessed on the following Leadership Competencies for Queensland behavioural profiles that link to the "key accountabilities" for this role:

Leadership Competency Stream - Individual Contributor (leading self)

Vision

• Stimulates ideas and innovation
• Makes insightful decisions
  
  
  

Results

• Builds enduring relationships
• Drives accountability and outcomes
  
  
  

Accountability

• Fosters healthy and inclusive workplaces
• Demonstrates sound governance
  
  
  

Once you join us we will want you to exemplify the QFD shared values of:

• Respect
• Integrity
• Trust
• Courage
• Loyalty
  
  
  

Occupational group Administration