Operations Administration Officer

Introduction

Build a better future where NSW meets the world. The world’s always evolving and so are we. We’re proud of our rich heritage and how far we’ve travelled to where we are today. That journey continues. To face the challenges of the future, we’re building a team that brings together truly diverse knowledge and skills. One that wins by combining deep industry expertise and connection, with fresh ideas and experience.

So, if you care about helping Australia and its people prosper, if you’re a challenge seeker who loves variety and solving problems, and if you want to help us shape our culture and our impact, then this is the place. And now’s the time.

Your Opportunity as Operations Administration Officer

We're seeking an Operations Administration Officer for providing operational administrative support services to the Newcastle and Yamba operational management team and other employees within Newcastle. This is a permanent full-time role based in Newcastle.

This role will report into Harbour Master, Newcastle & Yamba.

The Operations Administration Officer will coordinate the administrative and operational functions of the Operations division in Newcastle through the provision of direct support to the Harbour Master, Deputy Harbour Master, and Manager Marine Services, in addition to enhancing the operational efficiency of the Port.

Here’s how your impact will truly count:

• Administrative services for Harbour Master, and other employees within the Operations Branch like screen telephone calls, emails, maintaining Outlook calendar for Harbour Master, assisting in preparation of word processing.
• Assist the Harbour Master and the operational management team with the administration of rosters for Port Services and the Pilotage teams.
• Manage medical records for pilots and port services, update the HM about the status of pilot medical status, coordinate and arrange appointments for medical examinations.
• Organise and coordinate the procurement of office-related goods and services to meet operational needs and in accordance with Port Authority’s purchasing procedures. This can include ordering stationery and consumables, clothing and coordination of repairs and maintenance of office equipment.
• Arrange all aspects of Newcastle and Yamba personnel travel arrangements including flight and accommodation bookings (intrastate, interstate and international) and monitor/assess standard of service provided ensuring adherence to the Business Travel and Subsistence Policy and Procedures.
• Coordinate and collaborate with whole of Port Authority to implement sustainability initiatives within scope of role.

What You’ll Bring (Skills and Experiences):

• TAFE Business Administration Certificate or equivalent, or skills and experience equivalent to the substantial completion of a TAFE certificate.
• Experience in providing secretarial and administrative services to senior management, including scheduling of the activities of senior management in a customer-focused organisation.
• Proficient in the use of Microsoft Office Suite, including Word, Excel, and PowerPoint, with a demonstrated ability to quickly learn and adapt to various in-house business applications / software.
• Maturity and initiative in dealing with sensitive matters and situations requiring urgent attention.
• A sound communicator with excellent interpersonal skills.
• Attainment of Maritime Security Identification Card (MSIC) (or ability to obtain).

What matters most is that you’re someone who has the ability to think on their own feet and has a great customer service ethic. You’ll also feel aligned with our values and reflect them in the incredible work you produce.

Why join Port Authority of New South Wales?

At Port Authority, you’ll find a unique opportunity to build a rich and impactful career, in an organisation where the public interest meets commercial agility. You’ll be amazed by what you can experience and achieve here… and just how much it matters.

We think you’ll love the impact you can have with us, but don’t just take our word for it! You can meet our team and read their stories on our website.

You’ll also enjoy a range of benefits including:

• Excellent salary packaging options and salary continuance insurance.
• Ongoing support through our 24x7 available care and wellbeing program.
• Rewards for your hard work through service awards and recognition.
• Hybrid working.
• 5 days paid leave for IVF treatment, as well as 14 weeks parental leave for either parent + 2 additional weeks.
• Purchasing Additional annual leave option.
• Heavily discounted gym memberships.
• Free annual flu vaccinations.
• Supporting professional development opportunities including study assistance, paid individual professional membership, and access to our leadership program.

Discover a career in the unexpected. We’re looking forward to hearing from you. Please submit your application via SEEK and ensure you include a cover letter and resume.

Port Authority of New South Wales is committed to diversity and social inclusion. We actively encourage people of all abilities, culturally diverse backgrounds, people who identify as LGBTIQ+; and people of Aboriginal and Torres Strait Islander descent to apply.

This role is open to Australian Citizens or Australian Permanent Residents only. Applicants will be required to complete background checks, including police checks and reference checks to be successful.

Unsolicited applications from recruitment agencies will not be accepted.

Key skills/competency

• Administrative Support
• Operational Coordination
• Executive Assistance
• Roster Management
• Medical Records
• Procurement
• Travel Logistics
• Microsoft Office Suite
• Customer Service
• Sustainability Initiatives