About TAFE Queensland and the Australia Pacific Training Coalition

TAFE Queensland is proud to be the largest and most experienced Vocational Education and Training provider in the State. For more than 140 years, TAFE Queensland has delivered practical and industry-relevant training to provide students with the skills and experience they need to build lifelong careers. TAFE Queensland been named the Large Training Provider of the Year at the prestigious 2023 Australian Training Awards. Our training is delivered to students and apprentices on-site, online, in the workplace, or on-campus to give people the skills they need to enrich their communities, support their industries, and strengthen their local economies. 

TAFE Queensland also implements the Australian Pacific Training Coalition (APTC) on behalf of the Department of Foreign Affairs and Trade (DFAT). APTC is a centre for training excellence, providing Australian-standard training qualifications and skills across the Pacific and Timor-Leste. As Australia's key Technical and Vocational Education and Training (TVET) investment in the region, APTC works collaboratively with TVET stakeholders to achieve training delivery outcomes and reforms to national and regional TVET systems.

By working at TAFE Queensland, you can be part of a highly experienced workforce closely connected with their industries and dedicated to delivering best practices and innovative training for our students, TVET partners and the Government of Australia.

Your Opportunity

The Executive Assistant has key responsibility for providing confidential and professional administrative services to the Regional Operations Director and the Director Skills & Systems Strengthening.

The work of the Executive Assistant will underpin the successful functioning of the office of the Executive by ensuring a range of administrative processes supporting their work is completed on time and to the required high standard.

The position will be based at the Regional Head Office in Suva, Fiji.

The Total Base Salary Package for this role ranges from FJD35,000 - FJD46,000.

Key Responsibilities

• Provide high level executive support to the Regional Operations Director and the Director Skills & Systems Strengthening as required.
• Organise and coordinate meetings, including preparation of agendas, effective completion and distribution of minutes within 3 business days. Produce high quality documentation as requested, utilising software applications such as Microsoft Word, PowerPoint, Excel and Outlook.
• Prepare and distribute correspondence, submissions, briefing papers, reports, memorandums of understanding, tender documentation on behalf of the Regional Operations Director and the Director Skills & Systems Strengthening as required, ensuring responsive services to clients.
• Ensure confidentiality of all documentation handled on behalf of the Executive Director, Regional Operations Director and the Director Skills & Systems Strengthening and maintain secure filing systems in accordance with APTC approved processes.
• Lead special projects and coordinate resources as requested by either the Regional Operations Director and the Director Skills & Systems Strengthening.
• Assist the Senior Executive Assistant in providing support to the Executive Director and other Executive Management during peak periods and during absences.
• Provide administrative support to the Director Skills & Systems Strengthening and Academic Manager in relation to current and future Commercial / Fee for Service (FFS) projects. Activities include but not limited to: 
• Effective liaison with the appropriate accountable managers, business development officers and relevant staff where required to ensure delivery of a successful project.
• Client liaison activities and training delivery support activities such as coordinating venue hire, catering, resource printing and equipment as required.
• Raising invoices and completing acquittals of commercial projects in line with contract requirements.
• Provide administrative support to the Director Skills & Systems Strengthening and Registrar in relation to student administration matters.
• Provide administrative support to the Regional Operations Director in relation to financial and human resource matters.
• Arrange travel and visa requirements for the Regional Operations Director and the Director Skills & Systems Strengthening as required.
• Provide assistance with desktop publishing of training delivery compliance documentation such as Audit and Rectification Reports, Proposed Training Delivery Models and Course Implementation Schedules.

How you will be assessed

The ideal applicant will be someone who has the following key capabilities:

1. Demonstrated highly developed interpersonal communication skills (including verbal and written), with the ability to liaise with people at all levels of an organisation and from a range of cultural, business and community backgrounds.
2. Demonstrated organisational skills and the ability to function autonomously within a team environment to support and deliver quality work outcomes, manage conflicting priorities and meet tight timeframes.
3. Demonstrated experience in the provision of high-level confidential administrative support to a senior executive, including preparation of business letters and minutes of meetings.
4. Experience in project management of activities to achieve desired outcomes within budget and on time.
5. Demonstrated advanced computer skills in Microsoft Office applications including Word and Excel.

Highly Desirable Requirements

• Tertiary qualification in Office Administration or similar.
• Knowledge of vocational education and training, preferably APTC programs and services.
• Experience working on an aid funded project, preferably Australian Government, would be an advantage.

How to apply

If you’re interested in this role, click the ‘Apply’ button to submit your application via the TAFE Queensland Recruitment Portal.  When submitting your application, please ensure you provide the following:

• A detailed resume; 
• A cover letter that outlines your known skills, abilities, knowledge and experience in response to the “How you will be assessed” criteria above (maximum of 2 pages in total); and
• The contact details for two referees (one of whom is your current supervisor)

Please note – this recruitment is open to Fiji Nationals only. 

Closing date: 11:59pm, Tuesday 14 May 2024

Job Reference Number: TQ2024-495

For further information, please contact:

Sera Tikini, Human Resources Business Partner 

(679) 7021855 or sera.tikini@aptc.edu.au