Executive Support Officer
Organisation: Rural Care Australia Limited
Department: Senior Management Executive Team
Location: RCA Business Centre, 153 Lime Avenue, Mildura. Chaffey Aged Care or Generations Early Learning, 3-15 Third Street, Merbein as required.
Reports to: Manager Governance & Quality
Key Stakeholders: Internal – Chief Executive Officer, Board of Directors, Executive Team, Organisational staff, and Volunteers.
External – Service providers, relevant Community Agencies, Commission, Consultants, Legal Professionals, Industry Associations, Visitors, and Contractors.
Classification: Individual Agreement
Award: Individual Agreement with conditions as per the relevant Enterprise Agreement.
About Us:
Rural Care Australia (RCA) is a community-owned not for profit organisation dedicated to delivering services that support our community and is governed by a skills-based volunteer Board.
• Since opening its 61-bed facility in 2007, Chaffey Aged Care (CAC) has grown and is now positioned as a regional leader in the deliveryp of residential aged care services. Staff and volunteers at Chaffey pride themselves on respecting resident’s choices by including them in decisions about their care and how it is delivered. CAC now provides residential aged care and respite services for up to 100 care recipients.
• In January 2021, RCA opened Generations Early Learning (GEL), one of Australia’s first rural Intergenerational Early Learning Centres. GEL is located on-site with CAC and the intergenerational program provides tailored experiences for both aged care recipients and children. GEL is a 72-place long day-care facility caring for children from 6 weeks to 6 years with a Kindergarten program for children aged 3-6 years.
• RCA also operates Bingarra Units, incorporating 26 independent units over three campuses in the township of Merbein, providing accommodation for people aged over 55 years, no longer in full time employment.
Website www.ruralcareaustralia.com.au / www.chaffeyagedcare.com.au
Our Values & Philosophy :
Vision:
• Connected Communities
Mission Statement:
• Delivering innovative services to support and empower our community.
Values:
• Respect We demonstrate care, compassion, and consideration in our interactions with care recipients, children, customers, families, staff, and the wider community.
• Compassion We act with sensitivity, empathy, and consideration for others in every interaction with care recipients, children, customers, families, staff, and the wider community.
• Dignity We recognise and embrace the diversity and value of each individual.
• Integrity We exercise responsibility in decision making and demonstrate honesty, credibility, and ethical conduct in all that we do.
• Knowledge We understand and contribute to our region, our community, our aged care, and early learning industries to improve the experiences of stakeholders and care recipients.
• Innovation We embrace innovation and the opportunities that follow.
Position Summary:
This position will play a pivotal role in providing high level administrative and project support to the Rural Care Australia Senior Management Team to achieve the organisation’s strategic and operational objectives in a timely, reliable, and efficient manner.
Key Accountabilities:
Communication and Stakeholder Management
• Foster effective communication and collaboration across all teams.
• Engage with internal and external stakeholders to build strong relationships that result in improved outcomes.
Financial Management and Reporting
• Provide adhoc reports as directed and ensure reports are accurate and prepared within defined timeframes.
• Assist with providing data for use in financial forecasting and budgets.
• Maintain internal processes to ensure that data is accurate and meets the requirements for legislative accreditation.
Administrative Support
• Provide a full range of administrative support services across RCA functions which include:
• Business Services
• Clinical Operations
• Consumer Engagement and Administrative Service
• Facilities and Maintenance
• Generations Early Learning
• Governance & Quality
• People & Culture
• Monitoring work priorities and workflows to ensure delivery of efficient and effective workforce service in consultation with Executive Senior Management as required.
• Support software systems and reporting as required and where appropriate including but not limited to Boardpro, Complispace (Policy), Employment Hero, and Manad.
• Act as an executive point of contact, liaise with various stakeholders and action requests and proactively ensure responses are met.
• Draft accurate and concise reports, documents, and correspondence in accordance with RCA policies and procedures as requested by Senior Executive Management.
• Coordinate and attend meetings of the Board of Directors, Committees and Executive Team including organising and collating meeting agendas, providing confidential minute taking, and distribution of committee packs, documents and follow up actions.
• Meeting preparation including room bookings, equipment set up and organising refreshments, snacks etc.
• Ability to attend Board and Subcommittee meetings outside of business hours as required.
• Store, retrieve and archive files to ensure the accurate and safe storage of information.
• Adherence to RCA, CAC & GEL style guides in document production.
Policies and Processes
• Provide assistance to support the organisation through internal frameworks, policies, processes, and systems that maximise the operational success of the organisation.
• Develop, consult and implement policies, frameworks, processes and procedures that align with appropriate legislative reporting obligations where necessary and as directed.
Privacy & Confidentiality
• Comply with legislative requirements consistent with the Privacy Act.
• Apply the principles of privacy and confidentiality to all work practices.
• Adhere to organiational Privacy of Information Policy and Procedure at all times.
• Maintain a duty of confidentiality to all care recipients, clients, children, volunteers, and staff.
• Ensure that any “Confidential Information” that becomes known through the course of employment within the organisation is kept confidential including information relating to Rural Care Australia’s: business or operational interests; methodology and affairs; financial information; and anything else that is identified as being confidential.
• Comply with legislative requirements and Rural Care Australia’s policies and procedures.
Relationship Management
• Develop and maintain positive working relationships by applying effective communication strategies with stakeholders.
• Respond to all information requests from stakeholders in a responsive and timely professional manner.
Workplace Culture
• Support and uphold values and behaviours within the organisation.
• Support individual and organisational cultural learning.
• Respect and embed cultural practices and knowledge.
Workplace Health and Safety
• Maintain a safe work environment in accordance with organisational Occupational Health and Safety Policies and Procedures.
• Participate in mandatory Health and Safety training and education.
• Identify and report hazards in the workplace.
KEY SELECTION CRITERIA:
1. Relevant qualification in Business Administration or a closely related field and/or at least two (2) years’ demonstrated experience and ability to provide high-level executive, and administrative support in a busy complex and diverse environment.
2. Demonstrated high-level computer skills including Microsoft Office, Client Management systems, Canva, Social media platforms, websites etc.
3. Demonstrated high level organisational skills including the ability to prioritise and meet competing deadlines.
4. Demonstrated initiative, accuracy, attention to detail and problem-solving ability within the duties of the role.
5. Demonstrated ability to work effectively under broad supervision as well as within a team in a high- volume work environment.
OTHER REQUIREMENTS:
Rural Care Australia is committed in everyday practice to ensure the safety and wellbeing of all children and care recipients, therefore successful employment with RCA is also subject to:
• A satisfactory National Police Check;
• Victorian Working with Children’s Check;
• COVID-19 Vaccination or evidence of exemption; and
• Successful completion of a six (6) month probationary period.
• Capacity to travel across sites between Merbein and Mildura is required, with occasional travel to meetings regionally.