POSITION DESCRIPTION

Job Title : Executive Support Officer
Classification : VPS Grade 4.1.1 – Grade 4.1.7
Salary Range : $92,333 – $104,761
Salary is determined on level of skills and experience.
Type of Employment : Fulltime, Fixed Term, 12 months contract. (Maternity Leave replacement)
Reports to : Federal Secretary
Key Relationships : Federal Secretary, Federal President, Federal Office Staff, Federal Executive, and stakeholders as required.
Location : 128 Exhibition St, Melbourne.

ORGANISATIONAL ENVIRONMENT
The CPSU, The Community and Public Sector Union, is a product of the amalgamation of the State Public Services Federation, the largest union covering state government employees in Australia, and the Public Sector Union, the former union for federal government employees. The Union’s goal is to create, protect and improve conditions of State Public Sector employees, through continuous progress and with all staff committed to the trade union movement. The CPSU SPSF Group’s (Federal Office) role is to support the operations of the state branches of CPSU, there are six branches of the CPSU.

JOB DESCRIPTION:

This position entails implementing, overseeing, and enhancing the operations of the CPSU/SPSF Group Federal Office in consultation with the Federal Secretary, Federal President, and Federal Executive.

The Executive Support Officer works directly with the Federal Secretary and is responsible for providing a high-level administrative support to the Federal Secretary, Federal President, Staff, Federal Council, Federal Executive and/or its committees. The role involves coordinating various administrative and reporting functions on behalf of the Federal Branch Secretary.

POSITION OVERVIEW: 

1. Administrative Support:
   • All aspects of diary management and associated arrangements, scheduling, and bookings (i.e. meetings, travel, accommodation, events) for the Federal Secretary.
   • Coordination of administrative tasks such as email management, filing, and database maintenance.
2. Meeting and Event Coordination:
   • Secretariat support for Federal Executive and Federal Council meetings.
   • Management of meeting platforms and arrangements for guest speakers.
   • Venue, catering, and accommodation arrangements for meetings.
3. Executive Support:
   • Facilitation of meetings with government officials and other organisations.
   • Coordination of interstate and international travel bookings.
   • Management of the Federal Office Microsoft Teams account.
4. Communications and Documentation:
   • Preparation of briefs, reports, and correspondence.
   • Drafting of reporting documents for relevant organisations.
   • Coordination of job advertisements and distribution of confidential documents.
5. Governance and Compliance:
   • Attendance at Governance and Compliance Committee meetings.
   • Assist with governance structures and compliance databases.
6. General Assistance:
   • Liaison with branches and assistance to officers and staff.
   • Fulfillment of other 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. 

KEY SELECTION CRITERIA:

Desirable:

1. Qualifications and Experience:
   • Qualifications in law, governance, or related fields.
   • Experience in reporting and regulatory obligations under the Fair Work (RO) Act.
   • Experience in union or public sector work with a commitment to the trade union movement.
2. Knowledge and Skills:
   • Understanding of good governance principles and board structures.
   • Proven experience in secretariat support and minute-taking.
   • Organisational skills for arranging travel and events.
   • Knowledge in Microsoft Office, Teams, Zoom, and online meeting platforms like OnBoard or Diligent.
3. Teamwork:
   • Ability to work effectively in an office team environment.

OTHER RELEVANT INFORMATION

• The position of Executive Support Officer, Fixed Term, 12 Months Contract (Maternity Leave replacement) at the Federal Office of the CPSU/SPSF Group, is a full-time role based in the Melbourne Office of the Group located at 128 Exhibition Street, Melbourne.
• VPS Grade 4.1.1 – Grade 4.1.7. Salary Range $92,333 – $104,761 plus superannuation. (VPS Grade effective 1^st Dec 23) Salary is determined on level of skills and experience.
• Fixed Term Contract, 12 months. (Maternity Leave replacement)
• Attractive leave entitlements, annual leave, rostered days off, public holidays, and Christmas closedown.
• Flexible working arrangements
• Applications close on Friday 24th May 2024 at COB
• If you have any questions about the role, please contact Sarah Kopij via email skopij@cpsuvic.org

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! 

HOW TO APPLY: 

To apply, please read the position description, submit your CV, and cover letter explain why you are interested in the role. Briefly addressing the key selection criteria. Include your full name in each attachment using the following file naming conventions:

1. First name Surname – CV
2. First name Surname – Cover Letter

(eg: Jessica Brown – CV, Jessica Brown – Cover Letter)

Applications without a cover letter will not be considered.

Applications are to be addressed to Ms Karen Batt, Federal Secretary.

Applications should be submitted online via ethical jobs or please email Sarah Kopij at skopij@cpsuvic.org using the subject line: “Job Application – CPSU Executive Support Officer”.