Leads advanced administrative functions requiring strong judgement, autonomy and problem‑solving capability. Delivers high-level coordination, process optimisation and specialist support to enhance team and project outcomes. Applies in‑depth knowledge of GHD systems and practices to ensure accuracy, compliance and seamless service delivery. Develops competence by taking on complex tasks and preparing for increased operational oversight.

Responsibilities

Responsibilities describe the typical accountabilities and scope of work for this job, while recognising that individual objectives are set with the manager and may vary over time.

- Administration: Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.
- Budgeting: Track budgets and report variances to more senior colleagues.
- Business Meetings/Events Arrangement: Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.
- Correspondence: Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.
- Data Collection and Analysis: Collate and analyse data using preset tools, methods, and formats. Involves working independently.
- Document Preparation: Organise and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarising data for special reports.
- Insights and Reporting: Contribute to the preparation of various data and analytics reports.
- Operational Compliance: Identify, within the team, instances of noncompliance with the organisation's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.
- Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching; gain or maintain external professional accreditation, where relevant, to improve performance and fulfil personal potential. Maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
- Procurement: Achieve specific procurement goals or provide support to others while following established procurement systems and protocols.
- Work Scheduling and Allocation: Assign short‑term work schedules to a team of subordinates in order to achieve expectations while following established timelines.

Competencies

Competencies describe the observable behaviours that differentiate effective performance in this job and guide expectations, feedback, and development discussions.

- Decision Quality – Makes good and timely decisions that keep the organisation moving forward. For example, seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions based on relevant rules and procedures.




- Directs Work – Provides direction, delegating, and removing obstacles to get work done. For example, confirms mutual agreement on accountabilities, fostering strong coordination and minimising duplicated efforts. Communicates delays or problems early so others can manage their own work schedules effectively.
- Ensures Accountability – Holds self and others accountable to meet commitments. For example, accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.
- Manages Complexity – Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. For example, looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
- Optimises Work Processes – Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. For example, generally follows defined and communicated standards, methods, and procedures. Seeks advice and finds ways to work better within processes. Makes some reasonable suggestions to improve work methods.
- Plans and Aligns – Plans and prioritises work to meet commitments aligned with organisational goals. For example, outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
- Tech Savvy – Anticipates and adopts innovations in business‑building digital and technology applications. For example, investigates technologies to learn some cutting‑edge best practices. Uses digital/social media to benefit the team and add value to the work being done; understands how to avoid misuse of these tools.

Skills

Skills reflect the technical, professional, and functional capabilities required to perform the job effectively at the expected level, and guide assessment and development.

- Budget and Control – Works with full competence to create, analyse and monitor budgets in line with organisational and project/program criteria; identify trends and forecasts. Typically works without supervision and may provide technical guidance.
- Calendar and Scheduling – Works with full competence to utilise calendar and scheduling tools. Typically works without supervision and may provide technical guidance.
- Computer Skills – Works with full competence to understand and effectively use standard office equipment and standard software packages to support business processes. Typically works without supervision and may provide technical guidance.
- Data Analysis Techniques – Works with full competence to inspect, cleanse, transform, and model data to discover useful information, inform conclusions,



and support decision‑making. Typically works without supervision and may provide technical guidance.
- Data Collection and Analysis – Works with full competence to determine and analyse trends from data that is collected to assist in compiling reports that will help in decision‑making. Typically works without supervision and may provide technical guidance.
- Data Interpretation – Works with full competence to interpret data by examining patterns, trends, relationships, and implications to draw meaningful conclusions and answer critical questions. Typically works without supervision and may provide technical guidance.
- Database Reporting – Works with full competence to use database reporting tools and techniques. Typically works without supervision and may provide technical guidance.
- Digital Literacy – Works with full competence to understand, evaluate, use, and engage with digital technology and information, as well as create and share digital content, while being aware of essentials like safety, privacy and ethical considerations. Typically works without supervision and may provide technical guidance.
- Numerical Skills – Works with full competence to understand numerical concepts and use them to carry out mathematical operations e.g. in order to analyse reports. Typically works without supervision and may provide technical guidance.
- Planning and Organising – Works with full competence to plan, organise, prioritise and oversee activities to efficiently meet objectives. Typically works without supervision and may provide technical guidance.
- Reporting – Works with full competence to create reports for various audiences as relevant, in a lucid and effective manner, keeping in mind the purpose of reports. Typically works without supervision and may provide technical guidance.
- Review and Reporting – Works with full competence to create reports, and review reports created by others, for various audiences as relevant, in a lucid and effective manner, keeping in mind the purpose of reports. Typically works without supervision and may provide technical guidance.
- Statistical Techniques – Works with full competence to apply analytical skills and statistical methods for data collection, review, testing, analysis, and conclusion drawing, with a solid understanding of probability theories, data models, and statistical software. Typically works without supervision and may provide technical guidance.
- Verbal Communication – Works with full competence to express ideas, request actions, formulate plans, & policies by means of clear and effective verbal communications. Typically works without supervision and may provide technical guidance.
- Written Communication – Works with full competence to express ideas, request actions, formulate plans, & policies by means of transparent and effective writing. Typically works without supervision and may provide technical guidance.

Education

- Post-Secondary Non-Tertiary Education

Experience

- General Experience: Experienced practitioner able to work unsupervised (13 months to 3 years)
- Managerial Experience: Experience of general supervision of more junior colleagues (7 to 12 months)

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