POSITION DESCRIPTION PERTH, WESTERN AUSTRALIA

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1 POSITION DESCRIPTION POSITION: PERSONAL ASSISTANT EMPLOYMENT STATUS: PERMANENT, FULL-TIME LOCATION: PERTH, WESTERN AUSTRALIA REPORTS DIRECTLY TO: GENERAL MANAGER DAY-TO-DAY SUPERVISION: GENERAL MANAGER 1

2 1. BACKGROUND The Gumala Aboriginal Corporation (GAC), one of Australia s largest indigenous corporations, is an alliance of three language groups in the Pilbara area of Western Australia. The GAC was created in 1996 to negotiate the settlement of a Land Use Agreement between Hamersley Iron and the Banyjima, Innawonga and Nyiyaparli People, the Traditional Owners of the country at the centre of Hamersley s Yandi iron ore mining operation. The Yandi Agreement ensures that Hamersley Iron will deliver the following benefits to the Traditional Owners for the life of the mine: Training and employment; Support for pastoral station operations; Heritage protection work; In-kind assistance for community development; and An income stream. The General Gumala Foundation was established as a public benevolent institution with the objectives of the relief of poverty, sickness, suffering, distress, misfortune or destitution of the Traditional Owners. Gumala Investments Pty Ltd (GIPL) was incorporated for the sole purpose of acting as Trustee of the General Foundation. Gumala Aboriginal Corporation (GAC) was appointed to manage the General Foundation. GIPL is responsible for ensuring that the General Foundation funds are allocated and managed in accordance with the General Foundation s objectives. GAC, as the Manager of the General Foundation, is responsible for consulting with Traditional Owners, developing, researching and preparing proposals for investments, community projects of the General Foundation and implementing programs and projects. GAC is the sole shareholder of Gumala Enterprises Pty Ltd (GEPL), a separate body established to oversee the development and growth of discrete business enterprises to enable further benefits as a result of these businesses are passed down to the membership of GAC. The interpretation for GUMALA is All Together. 2

3 2. MAIN ROLE OF THE POSITION The Personal Assistant is responsible to: 2.1 Ensure, as required, a high level of administrative, secretarial and project support to the General Manager (including: diary management; drafting of responses to a variety of internal staff and external stakeholders and service providers; building solid relationships with key external stakeholders to ensure General Manager access as needed; coordinating all travel arrangements; etc.); 2.2 Assist with the extensive supporting demands of the GM s time, and therefore having a high awareness of organisational priorities; 2.3 Ensure that a high level of professionalism and support is provided at all times through a high degree of autonomy, trust and responsibility. 3. ORGANISATIONAL RELATIONSHIPS The Personal Assistant has primary relationships with: General Manager; Executive Assistant to the CEO; Executive Managers; All Line Managers; GAC Staff ; A variety of external service providers and consultants; GAC external accounting support services; Commonwealth and State Government agencies; and Clients, Community and other Stakeholders. 3

4 4. ACCOUNTABILITY AND EXTENT OF AUTHORITY The Personal Assistant is responsible for managing the General Manager s day-to-day activities; and The Personal Assistant has appropriate delegations as approved by the Chief Executive Officer and/or his Delegate. 5. JUDGEMENT AND DECISION MAKING The Personal Assistant is expected to apply sound judgement and to be able to make decisions on a daily basis across all areas of responsibility, with the ability to identify those issues which need to be escalated to the General Manager; and The Personal Assistant is expected to be confident that they can exercise sound judgement and be decisive within an Indigenous working environment. 6. PRIMARY FUNCTIONS 6.1 Diary Management: Coordinates the scheduling of meetings and appointments on behalf of the GM to ensure effective diary management; Evaluates invitations (internal and external) within the scope of diary management and takes appropriate action in respect of responding on behalf of the GM; Diarises travel and conference attendance in advance and reschedules conflicting appointments; Manages all the GM s travel requirements; Manages personal diary needs of the GM, including special events. 6.2 Workflow Management: Monitors and responds (if necessary) to incoming , mail and phone calls on behalf of the GM and determines the level of priority; Drafts replies to correspondence as appropriate (either under the instruction of the GM or independently based on knowledge of the issues 4

5 at hand and the organisation s and GM s perspectives); Coordinates workflow involving ongoing diary management for the GM; Manages the GM s workload in a manner that permits sufficient time to fulfil the leadership requirements of the role; Assist with the GM s external commitments (if any) in developing agenda papers and carrying out necessary preparatory research. 6.3 Research: Undertakes research in a variety of areas as directed by the GM including; Prepares draft MS Powerpoint presentations through conducting research and knowledge of GAC s and the GM s agenda and position on issues; 6.4 Executive Administration Support: Coordinates and provides materials and general support to the GM for all meetings (including presentations) as required; Undertakes secretarial tasks to ensure a high level of administrative support is provided to the GM and the day-to-day management and functioning of the GM role flows unimpeded; Ensure records are filed in a manner that ensures easy accessibility and retrieval as required; Undertakes any other duties as directed by the GM and/or the CEO. 7. SKILLS AND COMPETENCIES The Personal Assistant will require the following: Ability to communicate and liaise effectively at all levels and with people of diverse backgrounds; Capability to determine objectives for effective workflow management; Excellent organisational and time management abilities; Excellent interpersonal skills; Ability to work within tight time-frames and in a fast-paced environment; 5

6 Flexibility and a willingness to work as part of a team; Strong attention to detail; Ability to work autonomously taking direction as needed; Ability to plan and coordinate multiple tasks in a timely manner; Ability to independently solve a range of ad hoc and recurring problems; and Advanced computer skills (including MS Office, PowerPoint, Excel; databases and management systems). 8. QUALIFICATIONS A relevant tertiary qualification in business/commerce or equivalent is desirable. 9. RELEVANT EXPERIENCE The Personal Assistant should have approximately five years of secretarial and general administrative experience, with exposure to working with similar community development or not-for-profit organisations. Previous experience in working with Indigenous people will also be highly regarded. 10. KNOWLEDGE The Personal Assistant should have a working knowledge of all relevant legislation, policies and procedures affecting the functioning of a not-forprofit developmentally focused organisation, including the complex nature of community-government relations; The Personal Assistant should possess and continue to develop a sound knowledge and understanding of Indigenous culture; and The Personal Assistant should possess a broad understanding of the following documents related to the General Gumala Foundation (and associated organisations): a. The Yandi Land Use Agreement; b. The GAC Rule Book; 6

7 c. The General Gumala Foundation Trust Deed; d. GAC Policies, Procedures and Guidelines; e. GAC MSU Programs and Services Guidelines; and f. GAC current Strategic and Operational Plans. 11. PERSONAL QUALITIES The Personal Assistant must have: A mature and professional approach; A high personal ethical standard that can positively influence colleagues and external stakeholders; Personal commitment to learning and improving; A demonstrated commitment to positively engaging with Indigenous people; Personal resilience and the ability to manage stressful and frustrating situations; A sense of humour and realism; and A high degree of self-sufficiency and the ability to work independently and as part of a team. 12. PERFORMANCE MANAGEMENT CYCLE The performance management cycle for the Personal Assistant takes place over a 12 month period from the time of appointment and encompasses: A review by the General Manager every six months; and An annual review by the General Manager. 7

8 14. KEY PERFORMANCE INDICATORS (KPIs) The individual KPIs for the Personal Assistant s position are: Diary Management Focus: Managing the General Manager s day-to-day activities Indicators: 1. Coordination of scheduled meetings and appointments so that the General Manager s daily schedule flows smoothly and efficiently with limited disruptions; 2. Evaluation of and response to internal and external invitations and requests; and 3. Management and coordination of all work related travel and conference attendances well in advance. Workflow Management Focus: Assist the General Manager with day-to-day activities such that time is available to fulfil the leadership role. Indicators: 1. Correctly monitors and prioritises all forms of communications on behalf of the General Manager; 2. Preparation of draft responses as required; 3. Coordination of the workflow involving effective ongoing diary management; and 4. Assistance with any external commitments as required. Research Focus: Indicators: Assists in the preparation of General Manager presentations and papers. 1. Provision of accurate presentation information to the General Manager based on comprehensive research; 2. Keeps the General Manager up to date with research undertaken; and 3. Preparation of draft MS PowerPoint presentations as required. Administration Support 8

9 Focus: Indicators: Perform all other General Manager secretarial tasks in an effective and efficient manner. 1. Coordination of necessary material for all General Manager meetings; 2. Maintenance at all time of a high level of administrative support to the General Manager; 3. All records are kept in a manner that easily accessible and retrievable; and 4. Support as required in the research and preparation of documentation to support the preparation of proposals. 15. SELECTION CRITERIA Excellent interpersonal skills (negotiation, conflict resolution, customer service, complaints management, stakeholder management); Excellent verbal and written skills, including the ability to prepare a wide range of documents (reports, submissions, minutes, etc.) and effectively interact with people of diverse backgrounds; Professional demeanour and a high level of integrity, tact, discretion and confidentiality; Demonstrated experience in or willingness to engage with Indigenous people and an understanding of Indigenous development issues; Strong time management skills and an ability to work within tight timeframes; Strong attention to detail; High level of computer literacy including Microsoft Office; and Experience in a similar role, having previously worked with or for a government agency. This Position Description meets organisational requirements and reflects the scope, duties and responsibilities of the intended position. 9

10 General Manager Date Approved Incumbent Date Approved 10

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