The
Executive Assistant role provides high level support to a Deputy Secretary, and
to senior officers in the department. There are two positions currently
available within Commercial and Government Services (CGS) and Business Enabling
Services (BES).
The
successful candidate would need to provide high-level administrative support to
a Deputy Secretary, including diary management, coordination of bookings and
meetings, organising travel, drafting and managing correspondence, and being
the first point of contact for telephone, email and face-to-face communication.
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Position details
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Title
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Executive Assistant
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Classification
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APS Level 6
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Branch
/ Business Group
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Commercial and Government Services / Business Enabling
Services
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Immediate
supervisor
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SES Band 3 – Deputy Secretary
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Highest
subordinate
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N/A
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Security
level required
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Negative Vetting 1 (Confidential/Secret)
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Contact
officer
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Chris Flinders
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02 6215 2494
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Reference
number
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001-16
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About
the role
The Executive Assistant role provides high level
support to a Deputy Secretary, and to senior officers in the department,
including diary management, organising travel, managing workflows, and other
coordination activities on behalf of a Deputy Secretary.
Duties
Under limited supervision:
1.
Provide high-level administrative support to
a Deputy Secretary, including diary management, coordination of bookings and
meetings, organising travel, drafting and managing correspondence, and being
the first point of contact for telephone, email and face-to-face communication.
2.
Anticipate and commission the timely
preparation of briefing material and information required by a Deputy
Secretary.
3.
Coordinate administrative activities on
behalf of a Deputy Secretary. This may
include, but is not limited to:
·
regular
updates and dissemination of a range of documents; and
·
drafting
of general correspondence.
4.
Liaise with internal and external
stakeholders on behalf of a Deputy Secretary, as required.
5.
Undertake research/analysis and prepare
briefings and correspondence as required.
6.
Provide support for committees, including
organising meetings, disseminating papers and taking minutes.
7.
Maintain and manage flow of information and
documents to a Deputy Secretary. This
may include document quality assurance role.
Qualifications
/ Experience
1. Excellent administrative and office
management skills including secretariat skills, and proven experience in using
the Microsoft Office suite of products.
2. Excellent interpersonal, communication and
negotiation skills.
3. Ability to work independently with limited
direction; manage competing priorities, and display initiative to achieve
results.
4.
Demonstrated broad understanding of the
operations of Finance, government structures and processes.
Selection
criteria
You
will be assessed against the duties and qualifications (if mandatory) for the
role, the APS Code of Conduct, the APS Values and demonstrated commitment to
the Finance Behaviours.
You
are required to answer two questions:
1.
The duty statement for this position outlines
the duties and the qualifications/experience required for this role. Please provide one or two examples that
demonstrate how your skills and experience match those required (500 word
limit).
2. Finance
employees are expected to demonstrate the Finance Behaviours (listed below) in
all situations. Please provide one or
two examples of how you demonstrate such behaviours in the workplace (500 word
limit).
Written referee
reports may be requested if you are shortlisted to interview stage.
How
to apply
You
are required to complete an application form through the Finance online
recruitment system. This includes:
submitting your responses to the questions, uploading a resume and providing
the details of two referees.
If
you experience difficulties with the system, please contact the Recruitment
Team:
02 6215 1717
Finance
Behaviours
The
Finance Behaviours form the cornerstone of our organisational culture and are
to be upheld throughout the organisation both in language and in action. They are an extension of the Australian Public
Service (APS) Values and APS Code of Conduct.
1.
Collaboration, mutual respect and productive
working relationships
2. Courteous,
respectful and effective communication
3. Innovation,
creativity, and appropriate levels of risk-taking
4. A
commitment to excellence, professional development and a strategic approach to
achieving results
5. Personal
drive and integrity
Diversity
in Finance
Finance
is an inclusive organisation in which diverse skills, perspectives and
backgrounds are appreciated, valued and utilised.
Finance
has implemented a Diversity Strategy 2013-2015 which
aims to increase representation and support for identified diversity groups.
Measures
to meet the objectives of the Diversity Strategy are outlined within Finance’s Diversity Action Plan and Reconciliation Action Plan, and are
supported by the Finance Diversity Network and the Aboriginal and Torres Strait
Islander Staff Network.
