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Personal Assistant (Medical Devices/Engineering)
Faculty of Built Environment and Engineering
Fixed-term for three years
Reference Number: 28200
Are you interested in working with busy medical engineering researchers? Seeking a Personal Assistant to provide secretarial/administrative support to academic, research and professional staff within the Medical Devices Domain and Medical Engineering Theme. The position is based within the Institute of Health and Biomedical Innovation (IHBI) at Kelvin Grove Campus.
Closes: 30 May 2008
Salary: $42 233 to $44 435 pa; junior rates from $21 117 pa
Benefits available at QUT include 17% employer superannuation contributions, a generous study assistance scheme, salary packaging, extensive development and training programs and access to a range of state-of-the-art facilities.
Only applicants required for interview will be contacted.
Whilst the University welcomes applications from candidates outside the greater Brisbane area, candidates will be responsible for any travel and relocation expenses involved in interview/commencing appointment.
DUTY STATEMENT
Purpose of Position
The Personal Assistant is responsible for providing a full range of secretarial support to the QUT Chair in Regenerative Medicine (Medical Devices Domain) and the Medical Engineering Business Development Manager (Medical Engineering Theme, Research Portfolio). The incumbent will work collaboratively with other academic, research and professional staff members of the Medical Devices Domain and Medical Engineering Theme as necessary. The position requires excellent organisational and interpersonal skills as well as the ability to use a range of IT applications.
In the Faculty of Built Environment and Engineering, all staff are expected to contribute to the achievement of the Faculty’s vision, values and strategic goals.
Organisational Relationships
Initially the position will report directly to the QUT Chair in Regenerative Medicine (Medical Devices Domain), however this may change with the appointment of the Medical Engineering Business Development Manager. The incumbent will work collaboratively with other members of the Medical Devices Domain and Medical Engineering Theme (Research Portfolio) as necessary. The appointee will be expected to contribute to work across the Domain and Theme by participating in cross-functional project teams.
Duties include:
- Provide the full range of secretarial support including:
- Diary and workflow management
- Liaise with staff at all levels across the University as well as government, industry and the professions and members of the wider community.
- Maintain a follow up and bring up system on items to be actioned.
- Correspondence and records
- Draft responses to routine and recurring correspondence.
- Circulate material to staff within the Domain/Theme/Portfolio/Faculty/Institute.
- Travel arrangements
- Organise all travel arrangements for the QUT Chair in Regenerative Medicine and Medical Engineering Business Development Manager including itineraries, airfares, car hire, accommodation and taxis.
- Ensure the QUT Chair in Regenerative Medicine and Medical Engineering Business Development Manager are appropriately prepared for meetings.
- Provide a professional and welcoming environment to staff, students, industry, personnel and the wider community.
- Organise functions and events, including invitations, venue bookings, equipment hire, catering and visitor parking.
- Assist in the administration of Human Resources matters within the area including:
- Arrange interviews for advertised positions.
- Update entries in the QUT Internal Phonebook.
- Administrative support – word processing and accessing information on University computer systems and databases, responding to general enquiries, maintaining manual and computerised record systems for administration and research purposes.
- Assist with the development, implementation and maintenance of systems and processes to ensure efficient operations of the office.
- Contribute to work across the Domain/Theme/Portfolio/Faculty/Institute by participating in cross-functional projects, team work as required.
- Maintain database of contacts and be innovative in the use of contact information.
- Provide secretarial support for relevant Domain/Theme meetings, committees and working parties (this function may range from collation and distribution of papers to acting as minute secretary providing full secretarial support).
- Liaise directly with external clients and industry partners regarding specific activities and events.
- Health & Safety responsibilities:
- Be responsible for the health and safety of students under their control (if applicable);
- Observe all safety procedures and protocols within their operating environment;
- Willingly cooperate in the objectives of making the Faculty a safe and healthy workplace; and
- Report any hazard or unsafe condition that is observed.
SELECTION CRITERIA
Essential:
- Education, training and/or relevant experience equivalent to completion of an associate diploma level qualification with relevant work related experience or a certificate level qualification with post-certificate relevant work experience.
- Demonstrated written communication skills including the ability to draft routine correspondence such as memoranda, and meeting agendas and minutes with a high degree of accuracy.
- Demonstrated interpersonal skills including the proven ability to liaise effectively with and provide excellent client service to a diverse range of people in a professional manner while maintaining confidentiality and discretion.
- Demonstrated experience in intermediate functions of office technology software applications including word processing, spreadsheets, PowerPoint, e-mail and databases.
- Organisational skills that enable the appointee to prioritise work, meet deadlines and balance competing demands.
- Demonstrated ability to work effectively in a team environment with limited supervision.
- Knowledge of workplace health and safety, and equity and diversity principles to ensure implementation of these principles as an employee in day-to-day tasks.
- Knowledge of equity and diversity principles which will enable the appointee to implement equal employment opportunity, equity and diversity principles at an everyday, operational level
Information for applicants
This position is located in the ‘Positions open only to Australian domestic applicants’ section. This position is only open to Australian or New Zealand citizens or Australian permanent residents (or applicants who are legally entitled to work in Australia).
This position is fixed term and applicants must be Australian or New Zealand citizens, Australian permanent residents or hold a temporary visa at the time of the closing date for the duration of the fixed term appointment allowing the applicant to work the required hours set out for the period of the fixed term appointment.
Applicants are required to notify the University of any immigration restrictions that may preclude them from fulfilling the terms of any contract of employment offered at QUT.
Smoking is not permitted in QUT buildings, inside QUT vehicles or in any area not designated as a smoking area.
FURTHER INFORMATION: Before submitting an application, applicants should refer to all additional information listed at qut.com (see Jobs @ QUT) regarding conditions of employment, applying for positions and information about the University. For further clarification about this position, after reading the selection criteria and duty statement, contact Professor Dietmar Hutmacher on (07) 3138 6077, e-mail: dietmar.hutmacher@qut.edu.au. If you require further information on conditions of employment contact the Human Resources Department on (07) 3138 4151 or e-mail: alyson.mckay@qut.edu.au.
APPLICATIONS: Applications and envelopes should quote 28200. Applicants are encouraged to systematically address the selection criteria and include evidence of academic qualifications and experience plus the names, address (postal and/or e-mail), phone and fax numbers of three referees. Applicants should
attach the application
cover sheet to
their application.
WHERE TO SEND YOUR APPLICATION:
Please submit your application via ONE of the methods below.
E-mail: jobapplications@qut.edu.au
Fax: (07) 3138 4188
Closing date for this position is 30 May 2008.
After the closing date, you can check the status of
the recruitment process. QUT is an equal opportunity employer and employer
of choice for women.
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