Position Description
Position Details
Title
Executive & Business Services Assistant
Unit
Corporate Services
Time Fraction
Full time
Position Relationships
Reports to Chief Executive Officer
Liaises and works co-operatively with the CEO, Stream Managers,
Business Services Team, The Board, Committees and all staff at
LifeWorks.
Principal Location
Level 4 255 Bourke Street Melbourne
Position Purpose
Provide high level administrative and secretarial support to the
CEO, senior managers and the Business Services team as well as
designated Committees and work groups. Manage the CEOs diary
and arrange meetings. Assist CEO and Business Services Team
members to organise workflow and follow up actions delegated.
It is anticipated that the position will work flexibly between EA and
Business services functions, and that time will roughly be
apportioned equally between the two functions.
Qualifications
Tertiary Qualifications and/or relevant administrative/business
studies. Significant experience providing administration support to
senior managers/executive officer.
Major Responsibility Areas and Indicators of Success
1. To provide secretarial support and
administrative assistance to the Chief
Executive Officer and Senior
Managers.
 Provide administrative support to the
CEO and Senior Managers
 Prioritise and ensure that reports,
business papers and correspondence
are dealt with efficiently and promptly.
 Organise travel and other related
arrangements
 Provide administrative support to
business services including
amendments to training manuals,
presentation slides and printing as
required.
 Provide secretarial support to the CEO.
 Maintain diary of CEO Filing,
preparation, collation and distribution
 Seek opportunities to provide administrative
support to CEO and senior managers.
 All requests for administrative assistance
are met in a timely and professional
manner.
 Information is recorded and conveyed
according to or better than expected
standards in terms of completeness,
accuracy and compliance with the style
guide at LifeWorks.
 Anticipate needs of CEO and take steps to
meet those needs.
 Deal with issues appropriately when CEO is
not available.
 Employee seeks opportunities to provide
assistance to other staff and management
wherever possible.
 Attitude is friendly and professional at all
times.
Major Responsibility Areas and Indicators of Success


2.















of supportive documentation, notes
and correspondence.
 Screen telephone calls for the CEO.
 Advice the CEO of matters requiring
personal attention, with associated
deadlines, and preparing relevant
documentation.
 Deal with matters requiring attention,
or refer them to the appropriate
person in the absence of the CEO.
Coordinate submission process and
document control for tenders and
submissions including business services
tenders.
Assist in the maintenance of
documentation of the LifeWorks policies
and procedures manuals and the intranet.
To provide secretarial support and
administrative assistance to the
Business Services Team
Provide administrative support to business
services including:
Organisation of contractors work –
preparing and sending out materials, final
confirmation re: details of client work,
organising payment of contractor invoices,
issuing contractor invoices to clients.
Liaison with clients re: training details.
Preparation of formatting and printing of
materials.
Booking of all flights, accommodation for
staff & contractors
Business Services Invoicing using CRM
Assist with online training registrations
Prepare and send out training
confirmations; room bookings etc
Preparation of client proposals for work
requests
Help with tender preparation, proofreading and submission
Assistance with database, spreadsheets
Assist with keeping Biz Services website
information up to date
Submit investigation audio files to
transcriptionist and monitor for return
Typing support
Booking client work for consultants and
contractors in calendars and CRM
(Penelope)
Provide administrative support for
Investigation work in the form of proof
reading, liaison with clients, booking
2
 Keep all information confidential.
 Seek opportunities to provide administrative
support to Business Services team.
 All requests for administrative assistance
are met in a timely and professional
manner.
 Information is recorded and conveyed
according to or better than expected
standards in terms of completeness,
accuracy and compliance with the style
guide at LifeWorks.
 Anticipate needs of Business Services
Team and take steps to meet those needs.
 Deal with issues appropriately when
Business Services team consultants are
not available.
 Attitude is friendly and professional at all
times.
 Keep all information confidential.
Major Responsibility Areas and Indicators of Success
rooms, organising recording and
formatting of reports
 Any other duties as reasonably required
by consultants
3. Provide administrative and clerical
support to the meetings
 Take notes or minutes of various Board,
Board Committee, stakeholders and other
meetings when required.
 Check agenda and supportive documents
and notes.
 Check details in all paperwork working
with others as necessary.
 Identify and take any follow up action
arising from the notes that are required.
4. Correspondence and Communication
 Assists with letters and presentations for
CEO and business services team.
 Greets stakeholders on arrival at
LifeWorks office
 Manage communication to CEO by
screening calls, letters and emails.
Determine which require priority and bring
to CEO attention and which
communication is appropriate to deal with
independently.
5. Special Projects
 Carry out special projects as allocated by
Chief Executive Officer or Manager,
Business Services
 Carry out research and analysis that may
be needed for projects and tenders.
 Communicates with stakeholders, clients,
visitors to achieve aims of projects.
 Monitor progress of projects allocated to
staff.
6. Comply with LifeWorks’ Policies and
Procedures
 Aware of all LifeWorks’ Policies and
Procedures to gain understanding of
these policies
7. Comply with safety in the workplace
 Read and obey all warning and safety
signs in the work place
 Take reasonable steps to prevent risks
and to enable compliance with safety,
health and environmental duties
 Report workplace incidents, accidents
and emergencies immediately.
3
 All meetings are serviced efficiently and
notes or minutes are produced always on
time with very few errors.
 Any errors or discrepancies are always
rectified before distribution.
 All actions identified and followed up before
due dates.
 Deal with correspondence promptly.
 Is friendly and professional in manner at all
times and display a high level of empathy
towards all stakeholders/visitors.
 Convey warmth; always polite & courteous;
always meet established protocols & cope
with simultaneous periods of high ‘live’
personal interactions.




Project requirements are exceeded.
At times initiates ideas for projects
Able to deal with all issues involved with
project.
Delivery deadlines are always met. Good
relationship established with people
undertaking projects

Can demonstrate a working knowledge of
all LifeWorks’ Policies and Procedures to
provide guidance on all work related
matters

Understand and abide by safety, health
and environmental policies and procedures
and communicate these as required
Key Selection Criteria:
(Please note: Applicants need not respond in writing to all selection criteria)
Excellent communication, organisational and secretarial skills are required. Providing
secretarial support to the Chief Executive Officer, Senior Management, Board and Business
services team requires initiative, responsible judgment, and maturity when dealing with
sensitive and confidential matters, as well as a professional manner and excellent personal
presentation. A creative approach to solving problems, an efficient and friendly manner, and a
sense of humour under pressure are also required.
Communication Skills:
 Able to communicate with others in a warm and helpful manner while simultaneously
building credibility and rapport.
 Written Communication – Communicates ideas on complex and sensitive issues clearly in
writing, selecting language, tone and format to suit target recipients.
 Verbal Communication – Speaks in a clear succinct manner and tailors language to suit
target audience.
 Conflict Resolution – Defuses and resolves conflict in a range of situations, where tact and
diplomacy are required.
Analytical Capacity:
 Intellectual Capacity – Learns new skills and ideas quickly and assimilates complex
information, applying knowledge gained to a new setting.
 Problem solving – Quickly defines complex and ambiguous problems, pinpoints key issues
and develops workable solutions.
 Analytical Thinking – Across multi-dimensional areas, assesses complex information,
quickly perceives implications and makes sound strategic judgements.
Technical Skills:
 High level computer literacy including thorough understanding of word processing software,
competence in advanced functions and file and disk management, and willingness to
continue to develop skills and undertake further training.
 Document production and word processing including excellent layout and formatting, proof
reading and editing skills; typing speed of 60 words per minute with very high level of
accuracy.
Organisational Planning Skills:
 Able to organise or schedule tasks
 Develops realistic action plans while being sensitive to time constraints and resource
availability.
 Plans and manages multiple jobs at once.
 Always accurate and a focus on getting things right- first time.
Personal Qualities:
 Affinity with LifeWorks’ values
 Generosity of spirit
 Capacity to “join in”
 Flexibility
Terms and Conditions


Salary will be negotiated according to qualifications and experience and in accordance with
the Social Community Homecare and Disability Services Award 2000 Level 4 pay point
depending on skills and experience.
The position is subject always to ongoing funding and satisfactory annual performance
4



reviews.
A six month probationary period applies and will be formally reviewed with key
responsibilities and success indicators as outcomes.
As an agency funded partially through the Commonwealth Department Social Services, all
employees are required to sign an Oath of Confidentiality.
Position is subject maintaining a current working with children check and a satisfactory
National Police Check.
Acknowledgements:
Name:
Signature:
Date
CEO’s Name:
CEO’s Signature:
Date
Probationary Review:
Date
Attachments. Current organisational chart.
File Name: Position Description- Executive and Business Services Assistant May 2015
Created: May 2015
Authorised by: Chief Executive Officer
Circulated: May 2015
Reviewed: May 2016
5