Executive Support Officer

12 month temporary appointment

The Executive Support Officer works in the Executive Office and Communication which delivers a range of services and high-level advice and proactivity in the area of governance, strategic direction, executive support, communications, strategic advice, knowledge management and event management

This role will support the coordination, planning and review of policy and procedures and delivery of executive and internally focused communication.

Essential Criteria

  • Support of Catholic ethos
  • Experience of education or not-for-profit sector desirable
  • Demonstrated very high level written and verbal communication skills including the ability to apply style guidelines and excellent attention to detail
  • Effective time management skills, with the ability to prioritise and work to tight deadlines
  • Ability to develop and manage quality internal relationships including communicating effectively with people at all levels

Salary and Conditions:

The salary is within the range Administration Officer Level 3 Step 3, currently $64,675 per annum to Level 4 Step 3, currently $77,022 per annum, and is subject to negotiation with the successful applicant. Superannuation and leave loading will be in addition to the basic salary. Salary packaging options are available.

Referees

Applicants must provide names and contact details, including email address, of three (3) referees, one of whom must be a current employer, from whom confidential reports may be obtained.

Applications:

Written applications, including a comprehensive Curriculum Vitae and statement addressing the criteria, are to be sent to the HR Officer, Catholic Education Office, Diocese of Parramatta, Locked Bag 4, North Parramatta NSW 1750 or by email to by Monday 14 March 2016.

General Application Form
(to be attached with Resume and other Documents)

Position Applied for

Name

Title______

Surname ______

Preferred Name______

Christian Names ______

Former Name (If Applicable) ______

Address

Home Address
______
______
______Postcode ______ / Address for Correspondence
______
______
______Postcode______

Phone & Email

Private ______Business ______Mobile______

Email______

How did you find out about this position?

Please complete and return with you application and a full resume to:

Human Resources Officer

Catholic Education Diocese of Parramatta

Locked Bag 4 North Parramatta NSW 1750

Email:

Privacy requirements – employment collection notice

Availableat:

1. WhenyouapplyforthispositionyouwillprovideCEDP(throughourschools,CatholicEarlyLearningCentres

(CELCs),Catholic OutofSchoolHoursCare services(COSHCs) andoffices)withpersonalinformation.

2. Ifyouprovideuswithpersonal information,forexampleyournameandaddressorinformationcontainedonyour resume, wewillcollecttheinformationinordertoassessyourapplication.Wemaykeepthisinformationonfileifyour applicationisunsuccessfulincaseanotherpositionbecomesavailable.

3. OurPrivacy- Statementsetsouthowyou mayaccessandseekcorrectionofyourpersonalinformationthatwe hold aboutyouifyouareunsuccessfulfortheposition.However,theremaybeoccasionswhenaccessisdenied.Such occasionswouldincludewhereaccesswouldhaveanunreasonableimpactontheprivacyofothers.OurPrivacy- Statementalsosetsouthowyoumaycomplainabouta breachofprivacyandhowwewilldealwithsuch acomplaint. OurPrivacy-Statementisavailableat:

4.We maydisclosethiskindofinformationtothefollowingtypesoforganisations:theCatholicEducationCommissionof NSWandtheCatholicCommissionforEmploymentRelations.Wewillalsodisclosethisinformationwithyourconsent orasrequiredorauthorisedbylaw.

5. Wearerequiredtoconductacriminalrecordcheckandcollectinformationregardingwhetheryouareorhavebeenthe subjectofanApprehendedViolence OrderandcertaincriminaloffencesunderChildProtection laws. Wemayalso electtocollectpersonalinformationaboutyouinaccordancewiththeselaws.

6. Wemayuseserviceproviderswhoprovidecertainservicestousandourstaffandstudentsincludingdatastorageand contemporaryonlineteachingtools.Wemayprovideyourpersonalinformationto suchserviceprovidersinconnection withtheprovisionoftheseservices.Ourserviceprovidersmaystore,or process,dataoutsideAustralia,includingin theUnitedStates,Singapore,Irelandandpossiblyothercountries.Weendeavourtofindwhere theseprovidersstore theirdataandupdatethiscollectionnoticeassuchinformationbecomesavailabletous.Inaddition,ouremailservice provider maystoreandprocessemailsintheUnitedStatesorinanyothercountryutilisedby Google.

7. Ifyouprovideuswiththepersonalinformationofothers,weencourageyoutoinformthemthatyouaredisclosingthat informationtousandwhy,thattheycanaccessthatinformationifthey wishandthatwedonotusuallydisclosethe informationtothirdparties.

8. Youmayobtainfurtherinformationfromthefollowing:

• Forour schools:theschoolprincipal

• ForourCELCs:theCELCdirector

• For ourCOSHCs:theCOSHCsupervisor

• Forouroffices: PrivacyOfficer:

CatholicEducationDioceseofParramatta

LockedBag4

NorthParramattaNSW1750

T:98405600.

How to Apply

Applicant information

  1. Address your formal letter of application to:

Mr Gregory B. Whitby - Executive Director of Schools

  1. Supply resume, including Academic Record and employment details
  1. Supply response to each essential position requirement criterion
  1. Supply details of three (3) referees (numbers and email address), including current employer, from whom confidential reports may be obtained.

Please note referees will only be contacted if preferred applicant.

  1. All application materials to be received by close of business on the due date
  1. Send all application materials to:

Human Resources Officer

Catholic Education Diocese of Parramatta

Locked Bag 4 North Parramatta NSW 1750

  1. Those who are applying by email please email:

INFORMATION FOR APPLICANTS

Catholic Education Diocese of Parramatta (CEDP) invites appropriately qualified and experienced applicants who are committed to the ethos of Catholic Schools to apply for advertised positions.

CEDP is committed to the principles of merit selection ie selecting the best person for the job and to the core values of the system vision statement, ‘to be open, inclusive and just’.

To assist in selecting the right person based on skills, knowledge and experience, it is important that your application provides all relevant details. Please consider the following information when preparing your application.

Please note: this information is to be read in conjunction with specific documents that apply to every advertised position. They can be found on our website or by calling the contact person named in the advertisement.

PREPARING YOUR APPLICATION

A selection committee decides who is to be interviewed based on the information that you present in your application.

It is very important that your application is clear and concise, and indicates how your knowledge, skills, experience and relevant work history (paid or unpaid) support your application.

So when applying for a position always include:

  1. a completed application form,
  1. a brief resume detailing your employment history, education and qualifications, and
  2. details of how you meet the individual essential and desirable criteria as stated in the “Position Criteria” document. For example:

Essential Criteria:

Demonstrated ability to deal with staff at all levels of the organisation.

Response:

In my current role, I not only deal with peers providing policy and procedural advice, I also provide financial information and advice to senior staff within my Division, including the General Manager and Director.

LODGING YOUR APPLICATION

The advertisement will state where to forward your written or electronic application, and the date by which it is to be received.

Your application will be acknowledged by email as soon as it is received.

SHORTLISTING

Approximately one week after the closing date a selection panel of a least three members will shortlist the applications, inviting for interview the applicants who best meet all the selection criteria.

Applicants who aren’t invited for interview will receive an email notifying them that they are unsuccessful.

INTERVIEW

If you are being invited for interview you will receive a phone call advising you of the time and location. Interview questions are based on the selection criteria and the key accountabilities so be prepared to give examples of your work experience, skills and knowledge, and how these relate to the position you are applying for.

REFEREES

After the interviews are conducted referees will be contacted on the applicant(s) the panel deems most meritorious, so include at least three work referees – ideally from your current employer or supervisor, or the most recent ones.

DECISION

Following the referee checks the selection panel will make a final recommendation on whom to appoint based on the merit of the written application, the performance at interview and the referees’ comments. This is forwarded to the Executive Director of Schools for approval.

Once approved, the successful applicant will be telephoned and a verbal offer made, with a written Letter of Appointment to follow. Unsuccessful applicants are notified by email.

CHILD PROTECTION

Successful applicant(s) will be subject to the requirements of current NSW child protection legislation. For further information on the legislation visit the website . Specific Parramatta Catholic Education requirements will be advised at interview.

CATHOLIC EDUCATION

DIOCESE OF PARRAMATTA

ROLE DESCRIPTION

POSITION TITLE
Executive Support Officer / CURRENT POSITION HOLDER
12 months full time
SERVICE AREA
Office of the Executive Director / CLASSIFICATION
TBC
REPORTS TO
Team Leader, Executive Office
and Communication / DATE LAST UPDATED
March 2016

CONTEXT

The Executive Support Officerworks in the Executive Office and Communication which delivers a range of services and high-level advice and proactivity in the area of governance, strategic direction, executive support, communications, strategic advice, knowledge management and event management

ACCOUNTABILITIES

This role will support the coordination, planning and review of policy and procedures and delivery of executive and internally focused communication.

REQUIREMENTS FOR THE ROLE

  • Support of Catholic ethos
  • Experience of education or not-for-profit sector desirable
  • Demonstrated very high level written and verbal communication skills including the ability to apply style guidelines and excellent attention to detail
  • Effective time management skills, with the ability to prioritise and work to tight deadlines
  • Ability to develop and manage quality internal relationships including communicating effectively with people at all levels

FUNCTIONS

  • Foster Gospel values and act according to Catholic ethos
  • Support the delivery of communication primarily to internal stakeholders – school and education office staff
  • Coordination and drafting of policy documents with subject matter experts
  • Coordination of policy and procedure review in line with legislative and compliance changes
  • Research, write and edit a range of high level and executive communication including correspondence, staff communication, executive messages, awards submissions
  • Management of ‘Need to Know’ internal announcement system
  • Preparation of agendas and papers for committees and meetings
  • Support for governance and strategic planning
  • Monitor ongoing metrics and feedback loops to ensure the ongoing success of communications with the front line staff
  • Maintain knowledge and understanding of the system of schools priorities and strategic intent
  • Undertake development and review processes
  • Complete other duties as required by Team Leader and the Executive Director of Schools

SUPERVISOR
DATE