• Daily operational tasks such as diary management, correspondence, liaison with monks, staff, visitors, and referral of enquiries to appropriate personnel. 
• The development and implementation of records management systems, both paper and electronic, for general administration and senior staff.
• Provision of secretarial support to the CEO, Procurator and HR Manager, and at times to other staff.
  A key objective of this role is the on-going improvement of administrative practices and systems across New Norcia’s diverse activities.

Reports to: CEO

Salary range: $50 000 - $60 000 depending on skills and experience of person appointed.

Duties:

• Provide daily administrative and secretarial support to the CEO, Procurator and HR Manager, and at times to other staff.
• Liaison with a variety of internal and external contacts, ensuring an informed and timely response to all matters.
• Diary management for senior staff, including coordination of meetings of staff and external contacts.
• Preparation and distribution of weekly notices re activities and events at New Norcia.
• Reception of phone calls and visitors for CEO and Procurator, redirecting these to appropriate personnel as needed.
• Process and distribute daily correspondence.
• Preparation of some correspondence and emails.
• Develop and maintain effective and efficient filing and record management systems (paper-based and electronic), including operating manual for staff.
• Liaison with CEO, Procurator, HR Manager, Finance and Archives staff on record management matters.
• Provide assistance and advice to staff on records management practices.
• Attend and minute meetings as required.
• Coordinate work of receptionist and ensure all administrative functions are well executed, including providing relief when receptionist is not available.

Selection Criteria:

Essential:

• Outstanding communication skills, verbal and written.
• Competence in internal and external relationship management.
• Demonstrated ability to develop and implement an electronic records management system.
• Demonstrated ability to develop and implement a records management (filing) system for paper-based records.
• Advanced skills in Microsoft Word; Outlook; Internet research; competence in Excel; Publisher and Powerpoint.
• Successful experience in diary management and coordination of staff engagements.
• Excellent organisation skills, including time management, priority-setting.
• High level of professionalism, confidentiality, accuracy and attention to detail.

Qualifications:

• A current driver’s licence is essential .
• A qualification in records management and/or experience with records management software (e.g., Recfind) would be an advantage but is not essential.

Application and selection criteria information can be obtained from the HR manager.