Administrative Officer

Apply now Job no:523443
Work type:full time
Location:Sydney, NSW
Categories:Administration

• One of Australia’s leading research & teaching universities
• Vibrant campus life with a strong sense of community & inclusion
• Enjoy a career that makes a difference by collaborating & learning from the best

At UNSW, we pride ourselves on being a workplace where the best people come to do their best work.

The School of Psychology at UNSW is the leading Psychology school in Australia. It is located in the Faculty of Science and is recognised nationally and internationally for its excellence in research and teaching.  It offers world class undergraduate psychology degrees, as well as postgraduate professional Masters training in Clinical and Forensic Psychology, an online Graduate Diploma program, and a PhD research program with over 120 students. 40 academic staff conduct experimental research in many areas of Psychology, including behavioural and cognitive neuroscience, perception, learning, memory and cognition, as well as health, social, developmental, clinical and forensic psychology. UNSW Psychology is the only School in the southern hemisphere ranked in the top 30 by discipline in the THES, QS and ARWU rankings. The School has well equipped research and teaching facilities and attracts outstanding staff and students from Australia and overseas. UNSW is located 5 km from the centre of Sydney and is close to other research centres, teaching hospitals, transport, shopping, and beaches.

For further information about the school please visit www.psychology.unsw.edu.au

The Administrative Officer plays a key role within the School of Psychology in assisting with the implementation, evaluation, improvement and management of systems for learning, teaching and assessment programs in addition to various other systems used by academics in the school..

About the role

• LEVEL 5 ($82k – $93k) LEVEL 6 ($96k – $103k) plus 17% Superannuation and annual leave loading
• Fixed Term – 2 years
• Full time (35 hours)

The role reports to the School Manager, has no direct reports.

LEVEL 5: 

Specific responsibilities for this role include: 

• Provide high level administrative support to both internal and external stakeholders of the School of Psychology.
• Act as the primary point of contact for internal and external stakeholders, maintaining effective channels of communication, analysing requests and correspondence to prioritise as well as urgent and often sensitive matters.
• Provide effective specialist advice relating to administrative guidelines, processes and activities.
• Develop and maintain detailed filing systems, spreadsheets, databases, websites and other administrative systems.
• Respond to a range of in-person, telephone and email enquiries from internal and external stakeholders, and initiate, action or escalate as necessary.
• Review and monitor finance administration requests, including but not limited to, purchasing, travel, credit card reconciliation, expense reimbursements, payment requests and billing processes.
• Arrange, support and promote meetings and events for internal and external stakeholders.
• Participate in relevant projects and business improvement activities to streamline processes and facilitate administrative efficiency.
• Provide logistical support to ensure compliance with relevant policies for the purchase of goods and services.
• Provide administrative support in the use of Finance Systems like Concur, Travel and any other related systems.
• Align with and actively demonstrate the UNSW Values in Action: Our Behaviours and the UNSW Code of Conduct.
• Cooperate with all health & safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the psychosocial or physical health and safety of yourself or others.

LEVEL 6

(in addition the above) 

• Coordinate and manage a broad range of administration practices and reporting systems in the School.
• Plan, develop and maintain administrative procedures and processes, providing expert advice in relation to guidelines and activities.
• Set priorities and monitor workflows within the administrative team as required, providing guidance and training to the administrators and other relevant staff.
• Assist in the implementation of policies, guidelines and procedures, and play a leading role in their application to ensure the effective operation of the School of Psychology.
• Provide support in the delivery of School projects, initiatives and other ad hoc programs as well as providing any other ad hoc administrative support that is required.
• Oversee and ensure timely and accurate processing of financial transactions as required.
• Contribute to a culture of continuous improvement and support the outcomes of the School team by evaluating existing processes, procedures and protocols to identify opportunities for improvement and implement any approved changes.

LEVEL 5:

About the successful applicant
(Selection Criteria)

To be successful in this role you will have:

• Relevant tertiary qualification with subsequent relevant experience in administration or customer service within a tertiary organisation, or equivalent competence gained through any combination of education, training and experience.
• Advanced time management, organisational and problem-solving skills, including the ability to meet deadlines.
• Advanced interpersonal and written and verbal communication skills.
• Demonstrated experience providing effective customer service and support to clients at all levels.
• Highly proficient computer literacy with excellent skills in Microsoft Office applications.
• Ability to make sound judgements and work both independently and as part of a team.
• Demonstrated experience supporting and contributing to projects and initiatives.
• Advanced numeracy skills.
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Cooperate with all health & safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the psychosocial or physical health and safety of yourself or others.

LEVEL 6

(in addition the above)

• Demonstrated ability to work well under pressure and manage multiple tasks with competing deadlines.
• Demonstrated ability to supervise, influence and guide staff.
• Demonstrated ability to plan, organise and co-ordinate projects and tasks.
• Demonstrated ability to understand and communicate financial information and monitor budgets

You should systematically address the selection criteria listed within the position description in your application.

Please apply online – applications will not be accepted if sent to the contact listed.

Contact:
Socrates Mantalaba
E:[email protected]
Applications close: April 4th , 2024

Find out more about working at UNSW at www.unsw.edu.au

UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff. The University reserves the right not to proceed with any appointment.

Advertised:08 Mar 2024 AUS Eastern Daylight Time
Applications close:04 Apr 2024 AUS Eastern Daylight Time