Title of the Position: Administration Officer

Hours/Type: Full-Time

Location: Docklands, Melbourne

Role Summary/Brief Description:

The Administration Officer is responsible for supporting the office in the day to day management of the office duties, administrative tasks and reception coverage.

Reception coverage is required during the hours of 8:30am to 5:00pm Monday to Friday.

This office based position is full-time although part-time considered.

Duties and Responsibilities:

• Provide administrative support:
• Drafting correspondence as reasonably directed
• Managing various email boxes, as well as re-directing and/or responding to the enquiries
  
• Handling, managing and distributing all incoming and outgoing mail
• Maintain and coordinate all program/office Meeting Room calendars
• Processing expense claims
• Managing all documentation and correspondence relating to the office/program, including creating, updating and maintaining templates

Executive Assistance:

• Managing the diaries and calendars of the program manager/office executive
  
• Managing, booking and/or assisting with the travel and/or accommodation for the program staff/office staff
  
• Processing travel expense claims
  
• Code and enter invoices

Other Duties Include:

• Answer, direct and/or respond to enquiries either via phone, face to face or email
• Escorting visitors, organising and/or operating program/office tours
• Managing program corporate IT equipment
• Managing new starter needs:
  • Arrange all required IT equipment, including required software and system accesses to ensure new starters will be fully operational on their first day of employment
  • Ensure office induction, including an office walk through and WHSE induction
  • Ensure they receive training in program/office procedures and processes
  • Show use of SAP procedures
• Ensure accurate records and comprehensive filing systems are created and maintained for auditing purposes
• Coordinate, organise and assist in the management of meetings, functions and events.
• Be the first point of contact for enquires from internal stakeholders (e.g IT, HR, Procurement etc) relating to any enquires for the program/office
• Raise all Program/Office related Solpeds in SAP (covering all materials / parts and subcontract activities)
  
• Other administrative tasks as reasonably directed

Skills and Experience:

Experience:

• Proven skills and experience in an administration function
• Very strong interpersonal skills
• Demonstrated ability to operate autonomously using initiative, sound reasoning, listening and decision-making skills
• Demonstrated ability to deliver results in a high pressure environment
• Ability to communicate effectively and build and maintain positive relationships at all levels of the business and clients

Qualifications and Education Requirements

• Cert IV in Business Administration is desirable

Competencies:

Technical:

• Demonstrated knowledge of contemporary administration practices
• Significant experience in program/office administration
• Sound working knowledge of Microsoft office suite
• Working knowledge Excel
• SAP experience and knowledge

Management:

• Demonstrated ability to manage competing priorities
• Ability to work independently and communicate with stakeholders

Behavioral:

• Demonstrate behaviours that promote positive team morale and a healthy working environment
• Demonstrate Navantia values at all times and encourage others to do so
• Develops relationships based on trust and support

Leadership:

• Exemplify a positive culture that promotes high performance
• Demonstrate flexibility and adaptability with energy and enthusiasm

Security:

• Ability to gain and maintain at minimum a baseline security clearance
• The employee must also take care of the ongoing management of their security clearance (at level) with the assistance of their Security Officer
• Any change of circumstances that will affect the clearance holder must be immediately reported to AGSVA via form SVA003 (Change of Circumstances Notification form)
• The employee must adhere to all ongoing security requirements by Navantia Australia and the Commonwealth of Australia (Defence) Pre-employment Medical / Background Checks
• Reference Checks, Employment Verification Check, AFP Police Check, Qualification Check

Benefits:

Navantia Australia plays a key part in the Australian government's Naval Shipbuilding Plan, they are committed to growing Australia's shipbuilding and sustainment capability and want you to grow your career with them.

Navantia Australia recognise that it's their people who are their greatest asset and they are committed to giving all employees the opportunity to grow their skills, gain valuable experience, develop professionally, and work on exciting diverse projects. They pride themselves on being an equal opportunity employer and embrace culture of corporate diversity and workplace innovation.

A range of benefits are offered, including:

• Salary Sacrifice
• Novated Lease
• 12 Weeks Paid Parental Leave
• Ongoing professional development
• Flexible working arrangements
• Competitive remuneration packages
• Quarterly Employee Achievement Awards
• Employee Assistance Program (EAP)