Role: Business Group: Business Branch (within Business Group): Team (within Business Branch): Manager: MOR: Classification/Size

of Role Location: 1. What is the purpose of the role? 2. What contribution does the role make?

Personal Assistant Business & Learning Support Learning Academy

Business & Learning Support Manager, Business & Learning Support General Manager, Learning Academy ASA 4 Melbourne To provide high-level administrative support to the Learning Academy Executive team. The role will provide support to the Learning Academy Branch Managers and will report to the Manager, Business & Learning Support. As a member of the Learning Academy, and within a shared service environment, the role supports the Learning Academys business and training objectives through providing a broad range of administrative and personal assistant support services to the Learning Academy Executive team including diary management, travel bookings, meeting and event co-ordination, filing, word processing and purchasing. The role closely supports the Learning Academy Executive and interacts with Learning Academy managers and personnel, internal and external stakeholders, providers and industry partners in a business support context.

3. What are the role accountabilities?

Technical Accountabilities: Ensuring appropriate prioritisation and delivery of high-level administrative 1. services necessary for the effective functioning of the Learning Academy Executive team including supporting all aspects of coordination for management of the Learning Academy and RTO operations. 2. Draft correspondence, documentation, reports and minutes on behalf of the Learning Academy Executive team that is accurate and completed in a timely matter. Maintain records, registers and files and compliance related documents in accordance with corporate guidelines and Registered Training Organisation (RTO) compliance requirements. Undertake routine procurement and financial administration processes in accordance with corporate guidelines. This includes maintaining and updating asset registers, working within preferred supplier guidelines, processing purchase orders and invoices for payment. Assist in the maintenance of effective and compliant business processes, policies, procedures and systems to ensure adequate scheduling, course co-ordination, administration, record keeping, compliance, reporting and governance controls are in place.
Issue Date: Issue No: 1

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Contribute to the Learning Academy ensuring that Airservices Australia is, and remains, compliant as a Registered Training Organisation and that at all times, it satisfies operational, academic, safety, regulatory and business requirements. Other duties as may be directed by the Learning Academy Executive.

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Planning/Scheduling Accountabilities 1. 2. 3. Diary and travel management to support the Learning Academy Executive team. Co-ordinate and/or support planning and logistic activities required for meetings and events hosted by the Learning Academy. Assist to prepare routine and other reports and documents as may be required to support the Learning Academy Executive and schools.

People Accountabilities 1. Maintain a high level of confidentiality and exercise professional judgment and tact at all times, particularly with respect to board, executive and personnel related matters. Collaborate and consult with peers to actively and positively support the Learning Academy Executive team and the broader objectives of the Learning Academy. Develop and maintain effective relationships with key internal and external stakeholders including managers and staff from other business groups, suppliers, consultants, and contractors engaged by Airservices. Carry out tasks and responsibilities in a professional manner and consistent with Airservices Values.

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Safety Accountabilities 1. 2. Establish the paramount importance of safety in all documentation and practices of the Learning Academy. Discharge safety accountabilities as defined in Airservices Safety Accountabilities and Responsibilities Document number AA-NOS-SAF007 and oversee the discharge of these accountabilities by all staff reporting directly to this role to ensure compliance with standards and practices.

4. Authorities/ Delegations

This position reports directly to Manager, Business & Learning Support and is part of a team providing personal assistant and administrative support to the Learning Academy Executive. Who: Nature of interaction (incl. relative accountabilities and contributions): Work collaboratively to support the Learning Academy Executive in the overall success of the Learning Academy, supporting cross-functional solutions, strategies or efficiencies. Through support to the Learning Academy Executive provide administrative support services as part of a business support shared service.
Issue Date: Issue No: 1

5. Key Interfaces and Relationships: (Relationships with other internal roles and external stakeholders which are critical to ensuring role effectiveness e.g.

Learning Academy Executive Cross functional support contacts

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Advisory, coordination; support and give specifics)

External stakeholders including external agencies and regulatory entities.

Maintain effective relationships with internal and external stakeholders and industry partners, to enable collaboration, knowledge sharing, identification of contemporary industry and academic developments and benchmarking opportunities.

6. Key Performance Indicators (KPIs)

Under direction, provide flexible, effective, consistent, timely and accurate personal assistant and administrative support services to the Learning Academy Executive. Prioritise and organise tasks from multiple sources. Meet deliverables with tight timeframes in a fast paced work environment. Perform tasks in a confidential, professional and business like manner. Extensive experience in providing high level administrative and personal assistant support to senior managers within a commercial environment. Extensive experience in the Vocational Education and Training (VET) and RTO sectors, particularly within a technical operational training environment. Demonstrated ability to understand and comply with corporate processes and regulatory requirements Ability to interact successfully with senior management, staff, students and visiting guests in a professional manner demonstrating high level communication, liaison and interpersonal skills. Experience in the use of computerised systems such as SAP (particularly payroll and HR, organisational management, training & events, qualifications/ratings/endorsements, finance (sales orders and purchase orders), Promaster, Microsoft Office and TRIM. Ability to exercise initiative, work well under pressure, meet deadlines, set priorities, work accurately and independently with strong attention to detail. Ability to organise own and others work and be flexible to changing requirements. No formal qualifications are required. The incumbent will have demonstrated a high degree of confidentiality and personal integrity with experience appropriate to the role.

7. Knowledge, Skills & Experience: (What incumbents require to be successful in the role; these should match the Knowledge and Experience requirements)

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Essential Desirable Essential Desirable Essential Desirable Essential Desirable

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Essential Desirable

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Essential Desirable Essential Desirable Essential Desirable

7. 8. Qualifications: (List all essential qualifications first) 9. Additional Information 1.

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Issue Date: Issue No: 1