POSITION OVERVIEW

• All aspects of diary management and associated arrangements, scheduling, and bookings (i.e. meetings, travel, accommodation, events) for the Federal Secretary.
• Management of a range of administrative and clerical services including email management, filing, records management, mail, maintenance of databases.
• Provide secretariat support to Federal Executive and Federal Council:
  • Including the coordination and distribution of meeting papers via OnBoard, agendas, actions, records management, etc.
  • Managing the OnBoard Meeting Platform.
  • Attend meetings of the Federal Executive and Federal Council and prepare Minutes.
  • Arrange Federal Executive and Federal Council meeting venues and/or catering and accommodation as required.
  • Managing guest speakers attending Federal Executive and Federal Council.
  • Arrange secure filing of Federal Executive and Federal Council meeting papers.
• Manage meetings of Federal Executive Committees and Sub-Committees groups of delegates.
• Manage and maintain the Federal Office Microsoft Teams account.
• Making arrangements for the Federal Secretary, Federal President, Federal Executive, and other Senior Staff to meet with government Ministers, Executives of other unions and organisations with which the Union has relationships.
• Organising interstate and international travel bookings and accommodation for Branch Secretary, staff and delegates as required, reconciling the associated accounts.
• Prepares briefs, letters, emails, and reports using clear, concise, and grammatically correct language ensures written communications contain necessary information to achieve their purpose; uses appropriate style and formats
• Attending all Governance and Compliance Committee meetings.
• Develop, implement, and maintain effective governance structures and processes for the CPSU/SPSF, providing guidance to the CPSU/SPSF Federal Executive and staff on governance best practices.
• Oversee and coordinate the development and implementation of a compliance and risk management database for the CPSU in consultation with Federal Executive.
• Draft, or assist in the drafting, of reporting documents for the Fair Work Commission, the Australian Electoral Commission, or other relevant organisations.
• Stay informed of changes to the Fair Work (RO) Act, Electoral Act and other relevant legislation.
• Assisting with CPSU/SPSF Group Elections.
• Coordinate job advertisements.
• Prepare and distribute of copies of confidential documents.
• Liaise with Vic Branch and NSW SPSF branches to organise Right of Entry permits for organisers.
• Assistance as required to officers, staff, and senior officials of the CPSU.
• To perform other related duties as required by the Federal Secretary and Federal President.

KNOWLEDGE AND SKILLS

• Planning and Organising
• Advanced computer skills
• An ability to work independently under pressure, to prioritise and multitask.
• Previous experience working for a trade union or in the public sector.
• Skills in drafting, reviewing, and updating organisations policies to ensure alignment with legal standards and industry best practices.

KEY SELECTION CRITERIA

Desirable:

• Tertiary qualifications in law, governance, or a related field.
• In-depth understanding (or equivalent experience) of reporting and regulatory obligations of registered organisations under, Fair Work (RO) Act;
  • Annual Return
  • Change of Office Holders
  • Elections
  • Loans Grants and Donations
  • Officer and Related Party Disclosure
• Capacity to understand Union rules requirements and familiarity with union rules enforcement and content jurisprudence.
• Experience working with unions or in the public sector. Commitment to the trade union movement.
• Understanding of good governance principles and arrangements, including structures, roles and functions of Boards/Councils and associated responsibilities.
• Proven experience in secretariat support, including typing general correspondence and co-ordinate meeting papers and minute-taking.
• Proven experience in organising travel arrangements.
• Proven experience in organising various events.
• Proven experience in use of Office computer system, Office suite of programs, Microsoft Teams, ZOOM, SharePoint, any online meeting papers platform such as OnBoard or Diligent.
• Ability to work in an office team environment.

OTHER RELEVANT INFORMATION

• The position of Executive Support Officer (temporary 9 months) at the Federal Office of the CPSU/SPSF Group, is a full-time role based in the Sydney Office at 160 Clarence Street, Sydney
• The conditions of employment are pursuant the Public Service Association Staff Enterprise Agreement 2024.
• Attractive leave entitlements, annual leave, rostered days off, public holidays, and Christmas closedown.
• Flexible working arrangements
• If you have any questions about the role, please contact Shay Deguara via email [email protected] using the subject line: Executive Support Officer - CPSU SPSF Federal Office enquiry via EthicalJobs.

CPSU is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage candidates of all backgrounds to apply.

Join us in revolutionising professional development for public sector union members and help us empower workers for a brighter future!

A position description is attached.