Position Number: 0034428
Location: Parkville
Role type: Full-time; Continuing
Faculty: Arts
School: School of Languages and Linguistics
Salary: UOM 5 – $83,159 - $95,518 p.a. plus 17% super
- Join a supportive team, providing seamless day-to-day administrative and operational support within the School of Languages and Linguistics.
- Provide high-level executive support to the Head of School and senior leadership team.
- Salary packaging, subsidised health and wellbeing services, fitness and cultural clubs, Myki discounts, and a 25% discount on graduate courses to our staff and their immediate families!
About the Role
Join the School of Languages and Linguistics as our Executive Support Officer, providing essential administrative, secretarial, and executive support to the Head of School, Deputy Head of School, School Manager, and School Committees. In this pivotal role, you will ensure the smooth and efficient operation of the executive office, enabling the School’s senior leadership team to manage their wide-ranging commitments effectively.
As part of the core professional team, you will contribute to the day-to-day operations of the School by supporting administrative and operational activities. Your ability to work both independently and collaboratively within a team environment will be key to your success in this role.
The ideal candidate will bring exceptional organisational skills, strong interpersonal abilities, and a high level of initiative and professionalism. You will work closely with colleagues across the School and Faculty, ensuring clear communication and seamless coordination of activities.
If you are a motivated and detail-oriented professional with a passion for delivering high-quality support in a dynamic educational environment, we encourage you to apply.
Your responsibilities will include:
- Provide high quality administrative support to ensure efficient running of the day-to-day activities in relation to the senior leadership team
- Provide executive and administrative support to the Head of School and School Manager as needed, including: diary and email management; collation of relevant material for meetings, conferences and seminars; preparation of correspondence and reports.
- Provide executive and administrative support to School meetings and committees, such as School Executive and other governance committees. This involves activities such as preparation and distribution of agenda papers, minute taking and tracking of action items
- Coordinate and administer several academic human resource-related processes including the school academic Performance Development Review, special studies program applications and the administration of honorary and visitor appointments for the School
- Assist with the local processing of University corporate services activities (e.g. finance, including expense processing for the Head of School)
For further information regarding responsibilities and requirements, please refer to the attached PD.
Who We Are Looking For
We are seeking a proactive and organised professional with strong time management skills and the ability to handle multiple priorities independently. You will bring excellent communication and interpersonal skills, with a talent for engaging with diverse stakeholders, including international visitors. Your attention to detail, commitment to client service, and discretion when handling sensitive information will be key to your success.
You will also have:
- Completion of a tertiary qualification, or a combination of relevant work experience and/or education/training
- Sound time management skills including the ability to work independently and to manage competing responsibilities, while maintaining client focus
- Excellent interpersonal and communications skills, including demonstrated skills in preparing correspondence and governance related documentation
- Excellent attention to detail and a demonstrated capacity to undertake tasks independently and see them through to completion
- A strong commitment, and demonstrated ability to provide quality service to clients, staff and students of the School and its stakeholders, including the ability to maintain confidentiality and exercise discretion
- Advanced user of Microsoft Office including a high-level competence in the use of Word, Outlook, Excel and PowerPoint and an ability to quickly learn new software packages
This role requires that the successful candidate must undergo and maintain an up-to-date Working with Children Check.
Please note: Visa sponsorship is not available for this position. This role requires current valid work rights for Australia.
Your New Team – The Faculty of Arts
The Faculty of Arts is a leading academic community dedicated to exploring and understanding the complexities of our ever-changing world. Our five schools, including the Asia Institute, School of Culture and Communication, School of Historical and Philosophical Studies, School of Languages and Linguistics, and School of Social and Political Sciences, house renowned researchers and intellectually engaged students. We embrace diversity and inclusion, actively welcoming and valuing the unique contributions of individuals from all backgrounds to achieve our vision.
What We Offer You!
In addition, we offer the opportunity to be part of a vibrant community and enjoy a range of benefits, including generous leave provisions, salary packaging, health and well-being services and discounts on graduate courses. For more information, check out our benefits page!
About the University of Melbourne
We’re tightly connected with the community, both at home and abroad. We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website and stay connected with our stories and people on LinkedIn.
Be Yourself
The University of Melbourne values the unique backgrounds, experiences and contributions that each person brings to our community and welcomes and celebrates diversity. First Nations people, those identifying as LGBTQIA+, parents, carers, people of all ages, abilities and genders, and people of diverse ethnicity, nationality and faith are encouraged to apply. Our aim is to create a workforce that reflects the diversity of the community in which we live. For more information please visit our Diversity and Inclusion page.
We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require reasonable adjustments, please contact the employee listed on the first page of the Position Description found below, with an email containing your name and contact details for a confidential discussion. Please ensure your email is titled "Reasonable Adjustments Request".
Aboriginal and Torres Strait Islander Applicants
We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.
For further information, including our 2023-2027 Indigenous strategy please visit -https://about.unimelb.edu.au/reconciliation/murmuk-djerring
Join Us!
If you feel this role is right for you, please apply with the following documents:
- Resume
- Cover Letter outlining your interest and experience
- The responses against the following Selection Criteria^ (found in the Position Description)
- Sound time management skills including the ability to work independently and to manage competing responsibilities, while maintaining client focus
- Demonstrated ability to interact effectively with stakeholders and clients of all levels, including international visitors
- Excellent interpersonal and communications skills, including demonstrated skills in preparing correspondence and governance related documentation
- Excellent attention to detail and a demonstrated capacity to undertake tasks independently and see them through to completion
- A strong commitment, and demonstrated ability to provide quality service to clients, staff and students of the School and its stakeholders, including the ability to maintain confidentiality and exercise discretion
^For information to help you with compiling short statements to answer the selection criteria and competencies, please go to http://about.unimelb.edu.au/careers/selection-criteria
Please ensure that you apply through the Apply Now button at the bottom of this advertisement. However, if you have any questions regarding the recruitment process, please feel free to contact Ana Gencic via email at hr-careers@unimelb.edu.au, ensuring that you include the Position Number and the Job Title as the subject. Please do not share your application to this email address.
If you have any particular questions regarding the job please follow the details listed on the Position Description.
Applications close: Tuesday 4th March 2025 11:55 PM Australian Eastern Daylight Time (AEDT)
Position Description: 0034428_Executive Support Officer_PD.pdf
Position Description
