1. POSITION DESCRIPTION
JOB TITLE Assistant to Executive Officer REPORTS TO Executive Officer
LOCATION Ronald McDonald House,
North Queensland
EMPLOYMENT
STATUS
Permanent
PURPOSE OF THE ROLE
The purpose of the Assistant to the Executive Officer (EO) is to provide a high quality of administrative and general
support to the EO and team members. The role coordinates tasks to ensure a smooth and professional operation of
the House Chapter.
Assistance with special projects to improve operational efficiency of management, the staff, volunteers and
processes in the running of the House Chapter.
It is important to be a reliable point of contact for internal and external stakeholders to provide a professional
business image.
The position is supportive and responsive to meeting the requirements and needs of a network of families,
volunteers, management, community and staff.
ORGANISATIONAL ENVIRONMENT
KEY ORGANISATIONAL RELATIONSHIPS/ INTERACTIONS
To achieve the objectives of this role, the Assistant to Executive Officer is dependent on the following
departments or roles:
Internal Relationships External Relationships
Position Description Page 1 May 29, 2015
Assistant to Executive Officer
Executive Officer
House Manager
Front Office Administrator Volunteer Coordinator House Keepers x 2
After Hours Caretakers x 4
(Volunteers)
Assistance to Executive
Officer

2. • Executive Officer
• House Manager
• Staff within the House and working remotely
• Learning Program Coordinator (national role)
• Other Ronald McDonald Houses staff
• Volunteers
• Ronald McDonald House Charities, National
Office
• Key Stakeholders in the Hospital
• Families, Guests, Donors, the Community
• Central Welfare/Hospital Social Workers/Patient
travel/Hospitals and Healthcare facilities
• Recruitment agencies, including Online
• Work Health & Safety/WorkCover Qld
• Training organisations
• HR Consultants/Professionals
JOB OUTPUTS & MEASURES
KEY RESULT AREAS TASKS MEASURES
Administration and support
• Provide administration support to the
Executive Officer (EO) managing their
workload and activities
• Plan meetings, prepare agendas, take
meeting minutes (Board and House
meetings), distribute minutes and follow up
action points
• Assist with preparing Board and general
reports, prepare correspondence and
prioritise items that need attention
• Prepare guest feedback graphs and flow
charts
• Prepare budget information, as requested
• Fielding telephone calls, relaying messages
to the appropriate party, and handling
incoming communications such as email
and formal letters
• Manage electronic and paper files as well as
calendars/diary management, coordinate
conferences and make travel arrangements
• Identify, anticipate and prepare information
for meetings, appointments, presentations
by the EO
• Follow up inward and outward requests for
information, outstanding reports and
correspondence
• Support for Relationship & Development
Manager with data entry, MOU’s and
agreements, Donor support and thank you
letters
• On-call duties when management are at
overseas conferences or out of the House for
work related events/training
• Participate in handover procedures when
going on leave or absent for a period of time
• Administration tasks are
performed accurately,
professionally and in a
timely manner
• Support to the EO and
team members are of a
high quality and promote
professional standards to
internal and external
stakeholders
Position Description Page 2 May 29, 2015
Assistant to Executive Officer

3. Communication, human
resources and training
• Weekly team updates
• Face Book and Web updates are provided
for significant events and communication
• General correspondence to stakeholders
• Research and keep up to date with new
legislation and regulations under industrial
relations
• Prepare for new staff arrivals, conduct
inductions and orientation
• Assist management with staff performance
and conduct, as and when requested – seek
external assistance if appropriate
• Assist with RMHC Leaning Management
System (LMS) ‘LearnHUB’
• Assist with preparation and coordination of
team training, including venue, materials,
audio visual equipment, where necessary
• Manage the training register records and
ensure they are completed accurately by
staff
• Communication is of a
high quality and
informative
• Human resources
functions are effectively
assisted and concerns are
addressed in a timely
manner
• Necessary training is
coordinated efficiently and
recorded appropriately
Customer relations • Communicate with a cross section of the
community, including (but not limited to)
Aboriginal and Torres Strait Islander people
and those from culturally and linguistically
diverse backgrounds
• Support and respond effectively to the
reasonable health and wellness needs of
guests while on duty, including following
emergency procedures should one be
required for a guest
• Effective and professional
communication with
Guests, the Community,
Families and external
contractors
Insurance and systems
• Complete RMHC documents for insurance
company and RMHC, as required
• Ensure all Currency certificates are up to
date
• Ensure travel, car and liability insurance
documents are completed on due dates
• Have a solid understanding and knowledge
of SharePoint for instruction and training,
as required
• Obtain log ins for staff and Board members,
as required
• Insurances are current and
documents completed
accurately and on time
• Instruction is provided on
SharePoint and log ins are
accessible when needed
Organisational
responsibilities
• Ensure good knowledge of the workings of
the House Chapter and become familiar
with the Family Room program
• Adhere to RMHC values of Diversity, Value
of People, Value our heritage and
partnerships, Accountability and
transparency, Behave ethically
• Liaise with and support other RMH Staff
and Volunteers, as and when required
• Consistently demonstrate behaviours in
accordance with the RMHC Code of
• Organisational
accountabilities are met
• Collaboration is promoted
Position Description Page 3 May 29, 2015
Assistant to Executive Officer

4. Conduct
• Contribute to team-wide communication,
knowledge management and participate in
organisation wide events, as required
• Attend meetings and training, as required
• Ad-hoc project work and duties as
requested by management
Work Health & Safety • Prepare Work Cover documents, as required
• Preparation of WHS training sessions
• Have an appreciation and adapt to the
various ways individuals/staff and the
family unit deal with grief and support a
‘child safe’ organisation
• The Chapter must identify and comply with
relevant State or Territory Laws including
the Commonwealth or State/Territory
legislation on:
o WHS, workplace harassment,
victimisation and bullying; anti-
discrimination, including racial
vilification, disability discrimination;
vocational education and training; and
apprenticeships and traineeships.
• Assist to identify hazards, assess risk and
implement control strategies to minimise
risk of injury to people and property
• Encourage consultation in addressing safety
issues
• Be a positive contributor and advocate on
safety information and training, if and when
necessary
• Any WHS incidents are
reported accurately to the
relevant state insurer, in
line with legislation timing
• A proactive approach is
taken to WHS and
prevention of accidents
and injuries in the
workplace
Confidentiality and
professionalism
• Ensure all information related to employees
are kept absolutely confidential
• Act professionally and represent the
Chapter with dignity and respect at all times
to internal and external staff and
stakeholders
• Confidentiality is
maintained at all times
Position Description Page 4 May 29, 2015
Assistant to Executive Officer

5. PERSON SPECIFICATION – COMPETENCIES REQUIRED FOR THE POSITION
SKILLS
List skills
TECHNICAL KNOWLEDGE /
QUALIFICATIONS /EXPERIENCE
e.g. Degree in, knowledge of ...
PERSONAL ATTRIBUTES
List traits
Essential: Essential: Essential:
• Interpersonal skills
• Critical thinking skills
• Customer service skills and focus
• Excellent written and verbal
communication
• Ability to use initiative, take
direction and work with minimum
supervision
• Ability to multitask and prioritise
with sound organisational, planning
and time management skills
• Ability to work as part of a team or
independently, when required
• Ability to problem solve
• Attention to detail
• Ability to work well under stress
while meeting deadlines
• Previous experience in supporting
role to an executive or senior
manager
• Knowledge of customer service
practices
• Previous experience in research and
clerical duties
• Intermediate to advanced Word,
Excel, PowerPoint and data base
programs and systems
• Computer literacy in Email, other
Microsoft Office programs
• Integrity
• Approachable
• Collaborative
• Trustworthy and
confidential
• Passionate and committed
• Empathic, calm and patient
• Friendly
• Sense of humour
• Positive attitude
• Decisive
• Reliable
• Professional
Desirable: Desirable: Desirable:
• Skills in dealing with a variety of
cultures and backgrounds with
Guests, Visitors, Community
• Experience working in/with the
Health Industry, education, social
work, dealing with mental illness or
other ‘caring’ organisations
• Experience in a Not-for-Profit
•
Key Competencies:
• Adaptability
• Building Trust
• Communication
• Contributing to Team Success
• Customer Focus
• Organised
This Position Description is agreed by:
Manager's Signature ................................................... Date ...............................
Position Holder's Signature.................................................... Date ...............................
Position Description Page 5 May 29, 2015
Assistant to Executive Officer

6. PERSON SPECIFICATION – COMPETENCIES REQUIRED FOR THE POSITION
SKILLS
List skills
TECHNICAL KNOWLEDGE /
QUALIFICATIONS /EXPERIENCE
e.g. Degree in, knowledge of ...
PERSONAL ATTRIBUTES
List traits
Essential: Essential: Essential:
• Interpersonal skills
• Critical thinking skills
• Customer service skills and focus
• Excellent written and verbal
communication
• Ability to use initiative, take
direction and work with minimum
supervision
• Ability to multitask and prioritise
with sound organisational, planning
and time management skills
• Ability to work as part of a team or
independently, when required
• Ability to problem solve
• Attention to detail
• Ability to work well under stress
while meeting deadlines
• Previous experience in supporting
role to an executive or senior
manager
• Knowledge of customer service
practices
• Previous experience in research and
clerical duties
• Intermediate to advanced Word,
Excel, PowerPoint and data base
programs and systems
• Computer literacy in Email, other
Microsoft Office programs
• Integrity
• Approachable
• Collaborative
• Trustworthy and
confidential
• Passionate and committed
• Empathic, calm and patient
• Friendly
• Sense of humour
• Positive attitude
• Decisive
• Reliable
• Professional
Desirable: Desirable: Desirable:
• Skills in dealing with a variety of
cultures and backgrounds with
Guests, Visitors, Community
• Experience working in/with the
Health Industry, education, social
work, dealing with mental illness or
other ‘caring’ organisations
• Experience in a Not-for-Profit
•
Key Competencies:
• Adaptability
• Building Trust
• Communication
• Contributing to Team Success
• Customer Focus
• Organised
This Position Description is agreed by:
Manager's Signature ................................................... Date ...............................
Position Holder's Signature.................................................... Date ...............................
Position Description Page 5 May 29, 2015
Assistant to Executive Officer