Business Support Officer

The Opportunity:

The Business Support Officer (BSO) is an administrative ‘all-rounder’ providing outstanding customer support across the organisation within a newly developed shared service model. Working as part of the Business Support team, the BSO will collaborate with other team members to deliver a range of administrative and project support services.

About You:

We are looking for a customer focused and flexible administrative support officer who has strong interpersonal and communication skills.

You will excel in working in a fast-paced, multi-faceted environment where no two days are the same. You need to be comfortable with multiple tasks, focused on quality results and responsive to stakeholder needs.

You will enjoy the challenge of contributing to a new working style for the organisation, taking ownership for identifying improvements to processes and implementing new systems.

Key Responsibilities:

• Establish, develop or contribute to administrative processes as part of the Business Support team in order to provide timely and effective support to other business areas within AITSL.
• Provide administrative and support services to various business areas within AITSL, including but not limited to, handling incoming calls, inbox management, documentation management (physical and electronic filing), data entry, photocopying and scanning.
• Assist project teams to budget and acquit their projects in a timely manner, to a set standard using internal budgeting or reporting models.
• Coordinate meetings and assist with administrative support, including the taking and preparing of meeting minutes/agendas, presentations, meeting papers, with follow-up and reporting of actions arising from such meetings.
• Develop and maintain collaborative networks and relationships with key internal and external stakeholder groups.
• Assist in the scheduling and coordination of events and meetings, including but not limited to coordination of calendars, catering and room bookings, travel bookings and other administrative arrangements for internal and external stakeholders.
• Provide assistance with office systems to ensure the proper and efficient operation of the office including but not limited to maintaining office supplies or stationery, promotional material supplies, and correspondence registers as required.
• Process invoices and reimbursement claim requests to ensure proper and efficient operations of financial processes.
• Provide accurate advice and assistance on financial processes such as procurement and expenditure and maintain budgetary records across AITSL business areas as required.
• Participate in rotating roster for reception duties and undertake other duties consistent with the employee’s skill and competencies as directed by the Corporate Operations Officer or a member of the Senior Executive Team.

Special Requirements:

• Willingness to be flexible in start and finish times within the spread of core business hours of 8:00am – 5:30pm. The ability to work outside of standard hours may be required from time to time.
• Willingness to participate in a rotating roster for reception duties encompassing a range of tasks including but not limited to setting up meeting rooms, greeting visitors, assisting with catering and other duties.
• An ability to travel if necessary for the purposes of meeting requirements of the role.

Key Selection Criteria:

• Undergraduate qualifications in a relevant discipline with some experience within a shared or professional services environment; or a combination of extensive relevant experience and business focussed training.
• Intermediate proficiency in a wide range of software applications such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio) and some experience in managing basic financial procedures. Advanced skills in Word, Excel and Outlook will be highly regarded.
• Experience in coordinating meetings, events and end to end travel arrangements.
• Demonstrated ability to influence and forge working relationships with internal and external stakeholders.
• Evidence of high level of organisational skills and demonstrated time management skills with a proven ability to prioritise tasks to meet competing deadlines with a high degree of accuracy and attention to detail.
• Excellent oral and written communication skills.
• Evidence of ability to think innovatively, be proactive and exercise judgement and decision-making within policy and procedural guidelines.