Communications Coordinator/ Executive Assistant

This position provides communication, coordination, project support and administration management to the Agent Management Division.

The Agent Management Division works for the prevention, management and compensation of work-related injury and disease by:

• strategically and actively managing Agents to deliver quality and cost effective services to employers and workers
• monitoring the cumulative impact of WorkSafe and Agent initiatives
• influencing Agent behaviour through the provision of performance data

• Proactively manage the priorities of the AMD Division Director by monitoring key activities, action items, preparing drafts of projects, presentations, correspondence, e-mails and managing appointments.
• Act as a central communication facilitator between the Authorised Agents and the Agent Management Division
• Manage the communications from WorkSafe to senior Agent employees, including weekly State Managers e-mail ‘Communique’ and ensure that communications are timely and accurate.
• Ensure mutually beneficial relationships with Agents are maintained. Manage and maintain a smooth and effective working relationship between Agent executive administrative employees and WorkSafe.
• Maintain a high level of awareness of the priorities of the Division. Manage and coordinate the divisional administrative support requirements on an as needs basis.
• Manage and coordinate the monthly Agent/WorkSafe State Managers Forum. Proactively organise agenda items with senior Agent representatives, IS&S Directors and AMD senior employees. Maintain role as secretariat for the Forum.
• Manage and coordinate the IS&S Steering Committee – Agent Performance Framework. Draft agendas and minutes for review.
• Preparation of Agent briefs for the Chair and CE Office.
• Assist the Communications Division by participating in and taking the minutes for the bi-monthy Agent Marketing & Communications Forum.
• Other administration management tasks including AMD Correspondence Register, Invoices, AMD Directors files, TRIM and incoming Complaints and Ministerials.
• Take a proactive role in managing other IT systems relating to Agents. Manage the communication and maintenance of the Managing Stakeholder Information Database and Agent Visit Calendar.
• Take a leadership role in organising AM Division Team Meetings and coordinating team activities such as EOS results.
• Coordinate and action with AMD Director and Strategy Support Officer all matters pertaining to budgets and business planning for the division.
• Organise the offsite annual Agent National Forum and State Operations Forum. Organise and manage all requirements pertaining to venue, conference administration and papers.
• Proactively organise contact with other divisions to keep informed of activities relating to Agent Management.
• Provide technical assistance in corporate applications to other employees in the division.

• Highly developed communication and interpersonal skills.
• Demonstrated ability to work in a team environment, including managing own work and the capacity to deal effectively with a wide diversity of tasks.
• Proven Ability to work with limited supervision and meet tight deadlines.
• Capability to manage and supervise support employees.
• Experience in ability to demonstrate initiative, tact and the use of judgement in dealing with issues relating to the Agents
• Demonstrated experience and knowledge at an advanced level of Windows based applications, eg Powerpoint, Word, Excel and other related IT systems.