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Executive Information Coordinator

Department of Infrastructure, Planning and Logistics - Darwin, NT

Administration & Secretarial
Source: uWorkin

Source: uWorkin


Full Job Description
Job description

Agency Department of Infrastructure Planning and Logistics Work unit Darwin Harbour Infrastructure Projects

Job title Executive Information Coordinator Designation Administrative Officer 4

Job type Full-time Duration Fixed for 4 years

Salary $71,091 - $81,611 Location Darwin

Position number 60210033 RTF 208657 Closing 15/04/2021

Contact Shane Dahlhelm on 08 8999 3643 or Shane.Dahlhelm@nt.gov.au

About the agency https://dipl.nt.gov.au/

Apply online https://jobs.nt.gov.au/Home/JobDetails?rtfId=208657

Information for applicants

Applications must be limited to a one-page summary sheet and detailed resume-.

The NTPS values diversity and aims for a workforce that represents the community. The NTPS encourages people from all

diversity groups to apply for vacancies. For more information about applying for this position and the merit process, go to the

OCPE website.

Under the agency’s Special Measures Recruitment Plan eligible Aboriginal and Torres Strait Islander (Aboriginal) applicants will

be granted priority consideration for this vacancy. For more information on Special Measures, go to the OCPE website.

Primary objective

The Executive Information Coordinator provides executive information coordination, secretariat and administrative support to

the Executive Director Darwin Harbour Infrastructure Projects (DHIP).

Context statement

Position works directly for the Executive Director and provides support to subordinate staff, including Project Administration


Key duties and responsibilities

1. Provide executive information coordination services to the Executive Director (ED), including accessing, researching and

collating information, maintaining a comprehensive records information management system, tracking and storing records

in accordance with security requirements, ensuring the timely flow of Ministerial, Cabinet, internal and external stakeholder


2. Provide high level administrative and secretariat support in relation to the ED’s calendar scheduling and prioritisation,

arrange and co-ordination of meetings and conferences including preparing documents such as agenda, meeting briefs,

files, notes, presentations and reference documents for each meeting and minute preparation, meeting support and venue

arrangements as required.

3. Monitor and coordinate recruitment, training and staff induction processes including coordination of physical, system and

security requirements and fleet management as needed.

4. Provide the ED with business reports and registers as required, such as HR matters, scheduled staff leave, excess leave and

entitlements, WHS matters/incidents close out, vehicle and fleet costs and issues, operational budget expenditure, balance

and forecast end of Financial Year position.

5. Assist divisional staff with travel approvals and systems, vehicle management systems, reimbursements and like support


Selection criteria


1. Well-developed verbal and written communication skills to interact effectively with a range of executives and staff at all

levels in a friendly, courteous and professional manner.

2. Demonstrated ability to undertake a range of administrative, secretariat and secretarial duties and to competently use

associated computer applications including word processing, databases, email, and proficiency in the use of electronic

systems such as PowerPoint, Publisher and Excel at an advanced level.

3. Well-developed ability to maintain a high level of confidentiality and use sound judgement, tact and discretion in dealing

with colleagues and clients in a commercial environment and dealing with members of the public.

4. Well-developed organisational and coordination skills with the ability to set priorities, work under pressure and meet


5. Ability to work without direct supervision, and to contribute as part of a wider team.

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Job description