Employer: Medical Defence Association of South Australia Limited (MDASA)

Date: May 2024

About MIGA

Medical Defence Association of South Australia Limited (MDASA)

Formed in 1899, MDASA is a doctor owned, mutual non-profit organisation which provides a range of membership services and benefits to doctors and medical students across Australia.
 

Medical Insurance Australia Pty Ltd

Medical Insurance Australia Pty Ltd (Medical Insurance Australia) is a wholly owned subsidiary of MDASA. It is a licensed general insurer (regulated by the Australian Prudential Regulation Authority) and it provides the insurance policies that protect our clients.

With offices in Adelaide, Brisbane, Melbourne, Perth, and Sydney we provide insurance protection and services to doctors, medical students, midwives, medical practices, and healthcare organisations.

Our Purpose

MIGA exists to support and protect medical and healthcare professionals so they can practice safely and confidently, delivering quality care to the community.

Our Goal

Grow our customers to be the clear No. 2 Australian Medical Defence Organisation in the market.

Strategic Priorities

• Know and understand our Customer
• Segmented Product Offering
• Integrated Data and Technology
• Performance Driven People and Culture
• ESG Focused

MIGA is committed to the following Core Values:

The Experience Designer will be an employee of MDASA and will also provide services to Medical Insurance Australia Pty Ltd, as outlined in the following, as part of the service agreement between MDASA and Medical Insurance Australia Pty Ltd.

Position Description acknowledged and agreed by:

……………………………………………………………………   ……………………………………………………………………….

Signature   Date

……………………………………………………………………   

Name

POSITION DESCRIPTION

Executive Administration Officer

1. POSITION DETAILS

1. POSITION OBJECTIVES

• To provide high level assistance to the Chief Executive Officer in all facets, including preparing correspondence, diary maintenance, coordinating travel requirements and meeting organisation
• To provide high level administrative support to NAWMA’s Corporate Business Unit and across the Senior Management Team
• To take ownership of the Purchase Order functions, working across the Operations and Finance teams as efficiently and effectively as possible

1. ABOUT NAWMA

Northern Adelaide Waste Management Authority (NAWMA) is a regional subsidiary formed under the Local Government Act (SA) 1999 to local recycling infrastructure and services of global significance its three (3) Constituent Councils: City of Salisbury, City of Playford and Town of Gawler.

The local waste, recycling and resource recovery operations that NAWMA undertakes have significant environmental, economic, and social benefits for current and future generations. NAWMA represents not only excellence in environmental leadership, but testament to Councils working collaboratively as a Regional Waste Management Subsidiary to deliver economies of scale and efficiencies in service and infrastructure delivery.

NAWMA’s main corporate and administration centre (where this position will work from) is a modern, contemporary, office environment with a friendly and highly regarded team. NAWMA recently achieved an 86% satisfaction level from a staff survey conducted in 2023.

1. VALUES AND BEHAVIOURS

These values empower us to deliver on our Mission and strategic goals, deliver exceptional customer experiences and be a great place to work:

• Supportive
  • Our diverse workplace embraces all with open arms, fostering inclusivity and belonging
  • Respect and care define out interactions within the organisation
  • We provide unwavering support to individuals and rejoice in shared successes
  • Every individual’s journey is met with steadfast encouragement and support
• High Achieving
  • We aim to do our best and always strive for improvement
  • We tackle challenges with unwavering determination, regardless of their complexity
  • We pursue and demonstrate excellence in all aspects of our business
  • We set ambitious goals and consistently push the boundaries of achievement
• Innovative
  • We think outside the square and courageously embrace change
  • We embrace new technology and ideas to improve our processes and business
  • Actively seeking feedback is integral to our commitment to constant enhancement
  • We have a growth mindset and embrace challenges as opportunities for learning and development
• Passionate
  • We infuse energy, enthusiasm and dedication into every pursuit
  • We foster a workplace environment that nurtures creativity and inspires our team members
  • We genuinely care about and believe in the impact of our work
  • We approach challenges with a relentless determination to make a meaningful difference
• Collaborative
  • We unite our efforts to realise our big picture goals
  • Going beyond expectations, we value and recognise the contributions of every team member
  • Our focus is on teamwork, fostering a collaborative environment
  • Every individual is encouraged and empowered to make meaningful contributions

1. KEY TASKS

• Manage the calendar of the Chief Executive Officer and Independent Chairperson, include coordination of meetings with internal and external stakeholders as required
• Prepare written correspondence (letters, reports etc) at the request of the Chief Executive Officer and liaise with key external stakeholders across various platforms
• Raise and coordinate approvals of Purchase Orders for all business units across the organisation in a timely manner
• Assist the Chief Executive Officer and other members of the Senior Management Team (as required) in the coordination of travel requirements
• Assist the Chief Executive Officer and other members of the Senior Management Team (as required) in the coordination of business expenses including credit card reconciliations
• Provide back up support to NAWMA’s Administration Support Officer – Operations in the coordination of data entry of NAWMA’s Export function, including the progress against Sales Orders
• Manage the onsite meeting calendar for NAWMA’s Administration Centre including greetings, meeting room set-up, pack-up and catering as required
• Manage and coordinate the movements of the Pool Vehicles
• Continuous monitoring, coordination and completion of orders as required for staff amenities (including groceries and office supplies), stationery and uniforms
• Complete twice weekly mail runs, record received mail into register & distribute internally
• Oversee current contracts for cleaning & sanitary disposal across all NAWMA sites with the assistance of colleagues from satellite sites
• Provide back-up support in taking minutes as an accurate record of NAWMA Board and Audit Committee meetings, distributing to relevant parties in a timely manner post meeting as required
• Provide back-up support for the preparation, formatting and distribution of Agendas to NAWMA’s Board and Audit Committee Meetings in line with required timeframes
• Take minutes as an accurate record of other required meetings, distributing to relevant parties in a timely manner post meeting as required
• Other ad hoc administrative tasks as required

This Position Description is only descriptive of the type of duties to be undertaken by you during your employment and you accept the organisation may require you to carry out any duties which are within your skills and competence.

1. WHS RESPONSIBILITIES

• Observe and comply with all health and safety policies and procedures within NAWMA including all safe operating procedures or instructions
• Take all reasonable steps to ensure personal safety and that of others is not put at risk through any act or omission in relation to the above
• Report any identified hazards, incidents including near misses or injuries which arise in the course of work, using the systems and/or documentation available for such reporting
• Fulfil individual requirements to meet any documented WHS objectives arising from performance and development reviews
• Not endanger personal safety or that of others by undertaking work whilst under the influence of alcohol or a drug in breach of NAWMA’s Drug and Alcohol Policy
• Undertake WHS training where required, in order to perform duties

1. SELECTION CRITERIA

Essential

• Minimum two (2) years previous Executive Assistant or Administration Coordinator experience (or relevant role experience)
• Strong oral communication skills, particularly negotiation and consultation, with the proven ability to interact professionally with all internal and external stakeholders
• High level written communication skills including internal communication, formal reports and visual presentations
• Demonstrated ability to handle sensitive information with discretion and maintain confidentiality
• Proven knowledge of desktop applications including Microsoft Office suite

• Proven ability to prioritise tasks to ensure completion by required deadlines
• Demonstrated ability to work independently within a small office environment, and as a team when required
• Proven ability to problem solve, multi-task and work under pressure

Desirable

• Certificate or Diploma in Business (or relevant certification)
• Familiarity with the Waste and/or Local Government industries

Accepted by:

Employee Name: _____________________________________________

Employee Signature: __________________________________________ Date: ________________

Approved by:

Manager Name: ______________________________________________

Manager Signature: ___________________________________________ Date: ________________

POSITION DESCRIPTION

Governance Officer

1 POSITION DETAILS

2 POSITION OBJECTIVES

• Coordinate and assist in developing NAWMA’s capability in the Governance space
• Provide high level governance support to the Corporate Services team
• Facilitate the discovery, implementation, rollout and ongoing management of a compliant and fit-for-purpose Records Management System
• Research and coordinate the development of relevant policies and procedures, according to priority
• Assist in developing NAWMA’s capability in the ongoing Risk Management space

3 ABOUT NAWMA

Northern Adelaide Waste Management Authority (NAWMA) is a regional subsidiary formed under the Local Government Act (SA) 1999 to local recycling infrastructure and services of global significance its three (3) Constituent Councils: City of Salisbury, City of Playford and Town of Gawler.

The local waste, recycling and resource recovery operations that NAWMA undertakes have significant environmental, economic, and social benefits for current and future generations. NAWMA represents not only excellence in environmental leadership, but testament to Councils working collaboratively as a Regional Waste Management Subsidiary to deliver economies of scale and efficiencies in service and infrastructure delivery.

NAWMA’s main corporate and administration centre (where this position will work from) is a modern, contemporary, office environment with a friendly and highly regarded team. NAWMA recently achieved an 86% satisfaction level from a staff survey conducted in 2023.

1. VALUES AND BEHAVIOURS

These values empower us to deliver on our Mission and strategic goals, deliver exceptional customer experiences and be a great place to work:

• Supportive
  • Our diverse workplace embraces all with open arms, fostering inclusivity and belonging
  • Respect and care define out interactions within the organisation
  • We provide unwavering support to individuals and rejoice in shared successes
  • Every individual’s journey is met with steadfast encouragement and support
• High Achieving
  • We aim to do our best and always strive for improvement
  • We tackle challenges with unwavering determination, regardless of their complexity
  • We pursue and demonstrate excellence in all aspects of our business
  • We set ambitious goals and consistently push the boundaries of achievement
• Innovative
  • We think outside the square and courageously embrace change
  • We embrace new technology and ideas to improve our processes and business
  • Actively seeking feedback is integral to our commitment to constant enhancement
  • We have a growth mindset and embrace challenges as opportunities for learning and development
• Passionate
  • We infuse energy, enthusiasm and dedication into every pursuit
  • We foster a workplace environment that nurtures creativity and inspires our team members
  • We genuinely care about and believe in the impact of our work
  • We approach challenges with a relentless determination to make a meaningful difference
• Collaborative
  • We unite our efforts to realise our big picture goals
  • Going beyond expectations, we value and recognise the contributions of every team member
  • Our focus is on teamwork, fostering a collaborative environment
  • Every individual is encouraged and empowered to make meaningful contributions

5 KEY TASKS

• Prepare, format and distribute Agendas to NAWMA’s Board and Audit Committee Meetings in line with required timeframes
• Prepare and format minutes of NAWMA’s Board and Audit Committee Meetings as an accurate record of the meetings, distributing to relevant parties in a timely manner post meeting in line with required timeframes
• Facilitate the discovery, implementation, rollout and ongoing management of a compliant and fit-for-purpose Records Management System
• Coordinate and contribute to the completion of NAWMA’s LGRS Risk Action Plan
• Develop and subsequently maintain NAWMA’s Policy Framework
• Research and coordinate the development and review of NAWMA’s required Policies and Procedures
• Assis with maintain the Policy register
• Assist in the preparation and drafting of NAWMA’s Annual Report with necessary stakeholders
• Assist in maintaining NAWMA’s Business Continuity Plan
• Assist with maintaining and reviewing NAWMA’s Contracts Register and current Contracts
• Assist in reviewing and maintaining NAWMA’s Strategic Risk Register and related documents (Risk Management Framework, Policy and Procedure)
• Update website content as required, including but not limited to Policies, procedures, registers etc
• Provide administrative assistance to NAWMA’s Corporate Services Manager as required
• Take minutes as an accurate record of other required meetings, distributing to relevant parties in a timely manner post meeting as required

• Other ad hoc administrative tasks as required

This Position Description is only descriptive of the type of duties to be undertaken by you during your employment and you accept the organisation may require you to carry out any duties which are within your skills and competence.

1. WHS RESPONSIBILITIES

• Observe and comply with all health and safety policies and procedures within NAWMA including all safe operating procedures or instructions
• Take all reasonable steps to ensure personal safety and that of others is not put at risk through any act or omission in relation to the above
• Report any identified hazards, incidents including near misses or injuries which arise in the course of work, using the systems and/or documentation available for such reporting
• Fulfil individual requirements to meet any documented WHS objectives arising from performance and development reviews
• Not endanger personal safety or that of others by undertaking work whilst under the influence of alcohol or a drug in breach of NAWMA’s Drug and Alcohol Policy
• Undertake WHS training where required, in order to perform duties

1. SELECTION CRITERIA

Essential

• Possession of a tertiary qualification in a relevant discipline and/or 5 years’ experience in a similar role
• Strong oral communication skills, particularly negotiation, presentation, consultation, influencing and conflict resolution
• High level written communication skills including internal communication, formal reports and visual presentations
• Demonstrated knowledge and ability to interpret relevant legislation
• Skills in the development, interpretation and application of policy and procedures
• Strategic and conceptual thinking, balanced with sound decision making skills
• Sound understanding of political, commercial and individual confidentiality and privacy principles and practices
• Ability to conduct research, analyse information, evaluate results and prepare reports
• Demonstrated time management skills to meet essential deadlines, balance competing demands and work under pressure
• Ability to create and support effective relationships with a range of internal and external processes
• Capacity to find solutions and build consensus on difficult issues
• Knowledge and awareness of organisational responsibilities to Work, Health and Safety legislation
• Proven success in the development, delivery and evaluation of human resources initiatives
• A sound knowledge and understanding of personnel provisions and entitlements
• Demonstrated high level time management skills
• Demonstrated high level problem solving, conflict resolution and negotiation skills
• Demonstrated sound knowledge of Microsoft Office
• Effective oral and written communication skills, including report writing, presentation, facilitation, consultation, negotiation, coaching and dispute resolution
• Proven integrity, the ability to maintain confidentiality when working with sensitive issues and experience in participating in case management

Desirable

• Knowledge of functions and services within local government and/or waste management
• General understanding of the provisions of the Local Government Act 1999 and other relevant legislation applicable to Local Government

Accepted by:

Employee Name: _____________________________________________

Employee Signature: __________________________________________ Date: ________________

Approved by:

Manager Name: ______________________________________________

Manager Signature: ___________________________________________ Date: ________________