PLEASE NOTE: Being an Aboriginal or a Torres Strait Islander person is a genuine occupational qualification for this role under Section 25 of the QLD Anti-Discrimination Act 1991.

KEY RESPONSIBILITIES & DUTIES:

The Girringun IPA Administration Assistant will provide confidential administrative support to Girringun’s IPA management including its operation, management, and maintenance within the Girringun IPA region. In accordance with Annual Project Plans, the IPA Administration Assistant is required to:

• Provide the IPA Coordinator and IPA Program with highly confidential administrative support.
• Maintain efficient filing system for the IPA Program (electronic and hard copies).
• Collate and provide required documentation for the IPA Coordinator and IPA Program.
• Develop and maintain an awareness of the Girringun IPA and Traditional Owner priorities for country and culture while upholding cultural protocols.
• Support the IPA Coordinator and IPA Project Officer to implement collaborative management activities of Girringun in association with its regional co-management partners – being Traditional Owners, their own respective representative bodies, NRM bodies, government agencies, private landholders and local governments.
• Assist with the development, implementation and maintenance of culturally appropriate communication strategies to educate communities and the public about the Girringun IPA.
• Work with the IPA Coordinator to support the IPA, TUMRA and Rangers Coordinators in implementing caring for country initiatives.
• Organise catering, travel arrangements and venues for meetings, prepare meeting Minutes, brief reports and other documents as necessary for the IPA Program.
• Support the IPA Coordinator to effectively organise community / stakeholder meetings and information sessions.
• Assist the IPA Program Coordinator to organise on-country cultural activities in conjunction with and at the advice of Traditional Owners and work with all Girringun programs as part of their annual work plan, including training needs.
• Provide administrative services to support the IPA Program including the IPA Steering Committee business (invitations, agenda setting, meeting minutes, addressing follow-up actions).
• Work collaboratively with the IPA team including the IPA Project Officer.
• The position will require some travel and working flexible hours on occasions.
• Conduct any other duties as requested by the IPA Coordinator.
• Grant and Funding Support: Assist in preparing grant applications, funding reports, and maintaining compliance documentation to support the IPA Program’s financial sustainability.
• Database Management: Maintain and update databases related to stakeholders, project activities, and funding sources to ensure accurate record-keeping.
• Procurement Support: Assist with the procurement of goods and services for IPA activities, ensuring compliance with organisational policies and procedures.
• Event Coordination Support: Support the planning and execution of workshops, cultural events, and stakeholder engagement activities, including logistics and promotional materials.
• Social media and Communications: Assist in developing content for social media platforms and newsletters to promote IPA activities and community engagement.
• Compliance and Reporting: Ensure all documentation and processes align with legislative, funding, and organisational requirements.
• Asset and Inventory Management: Support the tracking and maintenance of IPA program assets such as vehicles, equipment, and supplies.
• Stakeholder Engagement Support: Assist in building and maintaining relationships with Traditional Owners, government agencies, and other key stakeholders through timely and respectful communication.
• Training Coordination: Support staff and Traditional Owners with training needs by organising training sessions, tracking progress, and managing records.
• Cultural Awareness Promotion: Ensure administrative processes and documents uphold cultural protocols and sensitivities in all interactions.

• The position is subject to a six (6) month probationary period and an annual performance review.
• The position is reliant on the availability of ongoing funding and organisational financial capacity.