POSITION DESCRIPTION

JOB TITLE Assistant to Executive Officer

REPORTS TO Executive Officer

LOCATION Ronald McDonald House, North Queensland

EMPLOYMENT STATUS

Permanent

PURPOSE OF THE ROLE

The purpose of the Assistant to the Executive Officer (EO) is to provide a high quality of administrative and general support to the EO and team members. The role coordinates tasks to ensure a smooth and professional operation of the House Chapter.Assistance with special projects to improve operational efficiency of management, the staff, volunteers and processes in the running of the House Chapter. It is important to be a reliable point of contact for internal and external stakeholders to provide a professional business image. The position is supportive and responsive to meeting the requirements and needs of a network of families, volunteers, management, community and staff.

ORGANISATIONAL ENVIRONMENT

KEY ORGANISATIONAL RELATIONSHIPS/ INTERACTIONS

To achieve the objectives of this role, the Assistant to Executive Officer is dependent on the following departments or roles:

Internal Relationships External Relationships

Position Description Page 1 May 2, 2023Assistant to Executive Officer

Executive Officer

House Manager

Front Office Administrator Volunteer Coordinator House Keepers x 2 After Hours Caretakers x 4 (Volunteers)

Assistance to Executive Officer

Executive Officer House Manager Staff within the House and working

remotely Learning Program Coordinator (national

role) Other Ronald McDonald Houses staff Volunteers Ronald McDonald House Charities,

National Office

Key Stakeholders in the Hospital Families, Guests, Donors, the Community Central Welfare/Hospital Social Workers/Patient

travel/Hospitals and Healthcare facilities Recruitment agencies, including Online Work Health & Safety/WorkCover Qld Training organisations HR Consultants/Professionals

JOB OUTPUTS & MEASURES KEY RESULT AREAS TASKS MEASURES Administration and support Provide administration support to the

Executive Officer (EO) managing their workload and activities

Plan meetings, prepare agendas, take meeting minutes (Board and House meetings), distribute minutes and follow up action points

Assist with preparing Board and general reports, prepare correspondence and prioritise items that need attention

Prepare guest feedback graphs and flow charts

Prepare budget information, as requested

Fielding telephone calls, relaying messages to the appropriate party, and handling incoming communications such as email and formal letters

Manage electronic and paper files as well as calendars/diary management, coordinate conferences and make travel arrangements

Identify, anticipate and prepare information for meetings, appointments, presentations by the EO

Follow up inward and outward requests for information, outstanding reports and correspondence

Support for Relationship & Development Manager with data entry, MOU’s and agreements, Donor support and thank you letters

On-call duties when management are at overseas conferences or out of the House for work related events/training

Participate in handover procedures when going on leave or absent for a

Administration tasks are performed accurately, professionally and in a timely manner

Support to the EO and team members are of a high quality and promote professional standards to internal and external stakeholders

Position Description Page 2 May 2, 2023Assistant to Executive Officer

period of time

Communication, human resources and training

Weekly team updates Face Book and Web updates are

provided for significant events and communication

General correspondence to stakeholders

Research and keep up to date with new legislation and regulations under industrial relations

Prepare for new staff arrivals, conduct inductions and orientation

Assist management with staff performance and conduct, as and when requested – seek external assistance if appropriate

Assist with RMHC Leaning Management System (LMS) ‘LearnHUB’

Assist with preparation and coordination of team training, including venue, materials, audio visual equipment, where necessary

Manage the training register records and ensure they are completed accurately by staff

Communication is of a high quality and informative

Human resources functions are effectively assisted and concerns are addressed in a timely manner

Necessary training is coordinated efficiently and recorded appropriately

Customer relations Communicate with a cross section of the community, including (but not limited to) Aboriginal and Torres Strait Islander people and those from culturally and linguistically diverse backgrounds

Support and respond effectively to the reasonable health and wellness needs of guests while on duty, including following emergency procedures should one be required for a guest

Effective and professional communication with Guests, the Community, Families and external contractors

Insurance and systems Complete RMHC documents for insurance company and RMHC, as required

Ensure all Currency certificates are up to date

Ensure travel, car and liability insurance documents are completed on due dates

Have a solid understanding and knowledge of SharePoint for instruction and training, as required

Obtain log ins for staff and Board members, as required

Insurances are current and documents completed accurately and on time

Instruction is provided on SharePoint and log ins are accessible when needed

Organisational responsibilities Ensure good knowledge of the

workings of the House Chapter and become familiar with the Family Room program

Organisational accountabilities are met

Collaboration is

Position Description Page 3 May 2, 2023Assistant to Executive Officer

Adhere to RMHC values of Diversity, Value of People, Value our heritage and partnerships, Accountability and transparency, Behave ethically

Liaise with and support other RMH Staff and Volunteers, as and when required

Consistently demonstrate behaviours in accordance with the RMHC Code of Conduct

Contribute to team-wide communication, knowledge management and participate in organisation wide events, as required

Attend meetings and training, as required

Ad-hoc project work and duties as requested by management

promoted

Work Health & Safety Prepare Work Cover documents, as required

Preparation of WHS training sessions Have an appreciation and adapt to the

various ways individuals/staff and the family unit deal with grief and support a ‘child safe’ organisation

The Chapter must identify and comply with relevant State or Territory Laws including the Commonwealth or State/Territory legislation on:o WHS, workplace harassment,

victimisation and bullying; anti-discrimination, including racial vilification, disability discrimination; vocational education and training; and apprenticeships and traineeships.

Assist to identify hazards, assess risk and implement control strategies to minimise risk of injury to people and property

Encourage consultation in addressing safety issues

Be a positive contributor and advocate on safety information and training, if and when necessary

Any WHS incidents are reported accurately to the relevant state insurer, in line with legislation timing

A proactive approach is taken to WHS and prevention of accidents and injuries in the workplace

Confidentiality and professionalism

Ensure all information related to employees are kept absolutely confidential

Act professionally and represent the Chapter with dignity and respect at all times to internal and external staff and stakeholders

Confidentiality is maintained at all times

Position Description Page 4 May 2, 2023Assistant to Executive Officer

PERSON SPECIFICATION – COMPETENCIES REQUIRED FOR THE POSITIONSKILLS List skills

TECHNICAL KNOWLEDGE / QUALIFICATIONS /EXPERIENCE e.g. Degree in, knowledge of ...

PERSONAL ATTRIBUTES List traits

Essential: Essential: Essential: Interpersonal skills Critical thinking skills Customer service skills and

focus Excellent written and verbal

communication Ability to use initiative, take

direction and work with minimum supervision

Ability to multitask and prioritise with sound organisational, planning and time management skills

Ability to work as part of a team or independently, when required

Ability to problem solve Attention to detail Ability to work well under stress

while meeting deadlines

Previous experience in supporting role to an executive or senior manager

Knowledge of customer service practices

Previous experience in research and clerical duties

Intermediate to advanced Word, Excel, PowerPoint and data base programs and systems

Computer literacy in Email, other Microsoft Office programs

Integrity Approachable Collaborative Trustworthy and

confidential Passionate and

committed Empathic, calm and

patient Friendly Sense of humour Positive attitude Decisive Reliable Professional

Desirable: Desirable: Desirable: Skills in dealing with a variety

of cultures and backgrounds with Guests, Visitors, Community

Experience working in/with the Health Industry, education, social work, dealing with mental illness or other

Position Description Page 5 May 2, 2023Assistant to Executive Officer

‘caring’ organisations Experience in a Not-for-Profit

Key Competencies:

Adaptability Building Trust

Communication Contributing to Team Success

Customer Focus Organised

This Position Description is agreed by:

Manager's Signature................................................... Date ...............................

Position Holder's Signature.................................................... Date ...............................

Position Description Page 6 May 2, 2023Assistant to Executive Officer