• Seeking a Executive Support Officer - Secretariat

Primary Purpose of the Position

The Public Service Association of NSW (PSA) represents over 40,000 employees in diverse roles across NSW Government departments, state owned corporations, schools, universities and TAFEs. The General Secretary and the Assistant of the PSA are responsible for the day to day management of the Union. The Executive of the PSA make decisions regarding policy of the Union between Central Council Meetings.

Executive Support Officers work directly with the General Secretary, the Assistant General Secretary and other members of the Executive as required.

Essential Job Functions

An ESO assists the General Secretary and the Assistant General Secretary with the day to day functions of the organisation including:

1. Makes arrangements for the General Secretary, Assistant General Secretary and other Senior Staff to meet with government Ministers, Executives of other unions and organisations with which the Union has relationships.
2. Minute taking and transcription of PSA Management level meetings for the Executive.
3. Makes arrangements for major conferences with public sector Departmental Heads and Agency Heads.
4. Manages diaries, organises meetings and appointments and controls access to the General Secretary and Assistant General Secretary.
5. Together with other Executive Support Officers, plans, organises and coordinates the activities of the PSA’s units to ensure urgent work is carried out expeditiously.
6. Booking and arranging interstate and international travel, transport and accommodation for PSA staff and delegates as required and reconciling the associated accounts.

Responsible for:

• Arranging advertisements for vacant positions, arranging interviews, participation in culling of applicants and conducting any necessary practical testing of applicants;
• General oversight of email, printing and mailing with particular regard to material required for Executive, Central Council and Annual Conference purposes.
• Preparation and distribution of copies of confidential documents.
• Assistance with collation of information for preparation of submissions relating to Association policy; Annual Conference; Central Council; etc., decisions.
• Attention to routine correspondence and enquiries as directed by the General Secretary or Assistant General Secretary.
• Together with other Executive Support Officers, organises events, functions and conferences including Annual Conference and Women’s Conference.
• Assistance as required to senior honorary officials of the Association.
• Responsible for the administration of the PSA Scholarship.
• To perform other related duties as required by the General Secretary and Assistant General Secretary
• Participates with the General Secretary and Assistant General Secretary in the interviewing and selection of applicants for full-time appointment of Executive Support Officers.
• Prepares official correspondence, notes of meetings, submissions, reports, memoranda as directed by the General Secretary and Assistant General Secretary including rough draft work.
• Operates telephone in respect to incoming calls for General Secretary and Assistant General Secretary and monitors incoming emails.
• Arranges as required preparation and collation of papers for the General Secretary and Assistant General Secretary.
• Prepares papers for and takes minutes of the meetings of Central Council/Executive/SPSF NSW Branch/Women’s Council/Senior Management /JCC’s/Planning Days and others.
• Assists the General Secretary and Assistant General Secretary in the organisation of the SPSF NSW Branch and liaises with other officials of the CPSU on NSW Branch and Federal Council matters.
• Maintains register of administrative instructions issued by General Secretary or Assistant General Secretary.
• Booking and arranging travel, transport and accommodation for PSA staff and delegates as required.
• Organises events, functions and conferences including Annual Conference, Women’s Conference and Aboriginal Conference.
• Any other related duty as directed by the General Secretary and Assistant General Secretary.

Essential Requirements (Knowledge, Skills and Abilities)

• Experience working in an Executive Support role providing high level administrative support
• Demonstrated ability to multi task and prioritise work as required, plan and manage competing demands
• Demonstrated ability to follow direction, but also have the ability to exercise initiative and independent judgment when required.
• Good verbal and written communication skills
• Intermediate to advanced PC skills, in particular Microsoft Word and Excel
• Demonstrated ability to learn new computer programs and other technology
• Ability to work as part of a team
• Commitment to Union principles, the PSA Executive and Central Council
• Possesses a good general knowledge of the overall structure, functions and support requirements of each unit of the Association
• Knowledge of the public sector, government corporations and Unions

Key Relationships

• General Secretary
• Assistant Secretary
• Other PSA Executive members
• Other Members of the Secretariat Staff
• Industrial Managers
• Delegates
• Other union contacts

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the PSA.

A position description is attached.