Position Details - Administrative Services - CSOF3



Administrative Services – CSOF3Role summary for potential applicantsAdvertised Job Title:Administrative Support OfficerReference Number:56816Classification:CSOF3Salary Range:AU $61,425 to AU $78,177 plus up to 15.4% superannuationLocation:Kensington WA*Please note you may be required to perform duties at other locations if required.Tenure:Indefinite. Relocation assistance:Will be provided to the successful candidate if required.Applications are open to:Australian/New Zealand Citizens and Australian Permanent Residents OnlyFunctional Area:Administrative Services% Client Focus - Internal: FORMTEXT 90%% Client Focus - External: FORMTEXT 10%Number of direct reports:0Reports to the:Head of WA Observatory Operations, Astronomy & Space ScienceRole Overview:The role of Administrative Staff in CSIRO is to provide administrative and management services to support the effective provision of research and development activities. This involves the development and implementation and/or administration of policies, systems and procedures that assist the Organisation and the Business Units to achieve their objectives and meet Government and regulatory responsibilities.CSIRO Astronomy and Space Science (CASS) is continuing to build a strong presence in the Kensington ARRC facility. Three focus areas are represented by the CASS personnel in Kensington: observatory operations, astrophysics research, and software development – each area coordinated by a local manager. The role of this Administrative Support Officer is to support the diverse members of this growing team, playing a central part in the ongoing group development and strengthening ties to additional CASS personnel in Marsfield NSW, Geraldton WA, and the Murchison Radio Observatory (MRO). The incumbent will also be the primary point of contact for domestic and international visitors, including managing logistics related to travel and accommodation. Applicants with excellent time management skills and a proactive approach to a diverse and continually evolving set of responsibilities are particularly encouraged.The activities being pursued by the CASS team in Kensington fit within the broad strategy to take a leading role on the international stage in designing, building, and deriving optimum scientific impact from the Square Kilometre Array (SKA) radio telescope and its pathfinder facilities across the globe. Within this context, close ties will be essential with industrial partners, representatives of local and international research organisations, interest groups, and the public at large.Duties and Key Result Areas:Provide administrative support to the group leaders and other CASS staff in Perth including travel bookings, organising meetings and catering, processing invoices and reimbursements and records management (TRIM).Provide support for international visitors and VIPs including logistical arrangements in WA (Perth, Geraldton and the MRO). In particular, assist with VIP visits to the MRO.Provide support for CASS administrative staff in Geraldton and at the MRO as required.To be the CASS point of contact for stakeholder community including personnel at ARRC, Pawsey Centre, government departments and universities. Engage and support CASS’ strategic growth and connections in WA.Provide support for CASS-organised meetings and external ARRC-based events including catering, A/V equipment and requisite approvals/licenses.Infrastructure management for CASS/Perth group (floor space, furniture and office resources).Efficiently and accurately record and transcribe detailed minutes for CASS meetings, often with specialised technical content.Maintenance of HSE risk register for CASS/Perth, and assist with onsite staff inductions and associated municate effectively and respectfully with all staff, clients and suppliers in the interests of good business practice, collaboration and enhancement of CSIRO’s reputation.Work proactively as part of an often regionally dispersed team, to carry out administrative tasks and provide personal assistance, under the general direction of senior staff.Provide instruction on activities pertaining to the immediate work area and responsibilities as required and provide training to other staff on expense reconciliation and travel booking.Adhere to the spirit and practice of CSIRO’s Values, Health, Safety and Environment plans and policies, Diversity initiatives and Zero Harm goals.Other duties as directed.Selection Criteria:Under CSIRO policy only those who meet all essential criteria can be appointedPre-Requisites:Education/Qualifications: A relevant Certificate or tertiary qualification or relevant work experience in providing administrative support to large scientific teams.Collaboration: A history of professional and respectful behaviours and attitudes in a collaborative environment.Problem Solving: Proven ability to investigate routine problems by identifying and considering the implications of a range of available alternative solutions. Essential Criteria:Demonstrated ability to work effectively with a geographically dispersed team, proactively seeking and considering the ideas of others whilst positively contributing to the team environment.Demonstrated initiative to anticipate, plan for, and coordinate aspects required for effective running of the office. Examples might include travel, new arrivals, upcoming visitors and office resources.Demonstrated experience in arranging and executing VIP visits and executive level meetings.The ability to clearly convey information and ideas, select the most appropriate method of communication, and establish effective interpersonal relationships with key internal and external stakeholders. Excellent written and verbal communication and interpersonal skills.The ability to record detailed technical minutes.Demonstrated ability and willingness to generate improved solutions in work situations trying different approaches to deal with problems and opportunities, and to maintain professionalism and petency with PC based applications including MS Office suite, financial management systems (such as SAP), and travel booking management systems.Desirable CriteriaExperience using records management software, such as TRIM. Knowledge of the administrative environment associated with large international scientific projects such as the SKA and its pathfinders, or another large scientific facility of comparable scale.As Australia’s Innovation Catalyst, CSIRO has strategic actions underpinned by behaviours aligned to:Excellent scienceInclusion, trust & respectHealth, safety & environment Delivery on commitments.In your application and at interview you will need to demonstrate alignment with these behaviours.Special requirements:To be eligible for this position you must be willing and able to:Occasionally work before or after standard working hours to support CASS events if required. Have the ability to travel from Kensington to Geraldton WAOther Information:How to ApplyPlease apply for this position online at and enter requisition number 56816. Internal applicants please apply via ‘Jobs Central’ in SAP (click ‘Recruitment’) Please load your CV (Maximum 2MB). You may also be required to respond to some screening questions. ?Where text responses are required, to avoid being timed out of the system we recommend that you prepare your responses off line and paste them into the appropriate spot prior to submitting your application.If you experience difficulties applying online call 1300 984 220 and someone will be able to assist you. Outside business hours please email: careers.online@csiro.au. Referees: If you do not already have the names and contact details of two previous supervisors or academic/ professional referees included in your resume/CV please add these before uploading your CV.Contact: If after reading the selection documentation you require further information please contact:Kevin Ferguson via email: Kevin.Ferguson@csiro.au or phone: +61 8 6436 8761Please do not email your application directly to Mr Ferguson. Applications received via this method will not be considered.About CSIROAt CSIRO, we do the extraordinary every day. We innovate for tomorrow and help improve today – for our customers, all Australians and the world. Our innovations contribute billions of dollars to the Australian economy every year. As the largest patent holder in the nation, our vast wealth of intellectual property has led to more than 150 spin-off companies. With more than 5,000 experts and a burning desire to get things done, we are Australia’s catalyst for innovation. CSIRO. We imagine. We collaborate. We innovate.Find out more! csiro.au. CSIRO Astronomy and Space Science (CASS) provides facilities for scientists from Australia and around the world to explore our solar system and beyond.? CASS operates a number of world-class radio astronomy observatories that are collectively known as the Australia Telescope National Facility (ATNF). These include the Parkes 64m diameter radio telescope, the Australia Telescope Compact Array at Narrabri and the Mopra radio telescope, near Coonabarabran.? CSIRO is now constructing ASKAP at the Murchison Radio-astronomy Observatory (MRO) in Western Australia and this will be operated as part of the ATNF. The CASS office in Perth is housed within the modern Australian Resources Research Centre (ARRC), which is located six kilometres south of Perth city and close to Curtin University. The Perth astronomical community is large and vibrant, consisting of researchers from Curtin University, the University of Western Australia, and the International Centre for Radio Astronomy Research (ICRAR).Find out more about CASS at ???? ................
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