Executive Assistants - Multiple Vacancies

Job Req ID

Home Affairs - 132285

Location

ACT 

Classification

APS Level 6 - $90,199.00 and $103,770.00 plus 15.4% super (part time pro-rata)

Employment Type

Ongoing (Permanent), Full-time / Part-time 

Flexible work

Flexible arrangements considered 

Contact Officer

Emma Fooks on 02 6225 8001 

Applications close on 05/05/2024 at 11:59pm AEST (midnight) - Late applications will not be accepted.

About our opportunity:

Are you highly motivated, organised, professional and experienced in providing high quality executive support? Home Affairs has a role for you!

We are looking to fill several vacancies at the APS6 Executive Assistant level, including establishing a merit pool to be used to fill the same or similar vacancies for 18 months from the date of advertising.

About the Department:

The Department of Home Affairs is responsible for centrally coordinated strategy and policy leadership in relation to domestic and national security arrangements, law enforcement, emergency management, counter-terrorism, social cohesion, the protection of our sovereignty, the integrity of our border and the resilience of our national infrastructure.

The Australian Border Force, an operationally independent body within the Department of Home Affairs, is Australia's frontline border law enforcement agency and Australia's customs service. The Australian Border Force delivers critical border protection and national security outcomes while facilitating the movement of people and goods across the border. The Australian Border Force's mission is to protect Australia's border and enable legitimate travel and trade.

Please visit our website for more information about the Department of Home Affairs or Australian Border Force

Our ideal candidate:

An APS6 Executive Assistant (EA) works alongside the executive within the Department of Home Affairs or the Australian Border Force. To be successful in this role, you will have extensive experience in supporting Senior Executives, be comfortable in managing high volumes of work and navigating competing priorities. Be an effective communicator, demonstrate high levels of initiative, have impeccable attention to detail, sound judgement and resilience.

We are looking for candidates who are:

• Reliable and accountable, who take personal pride in their work and ensure that tasks are completed, to the highest standard
• Confident and quick thinking, who can problem solve to meet immediate needs, anticipates further needs and is able to recognise and resolve potential problems
• Calm, well organise and responsive to urgent matters and competing demands
• Flexible, who can work as required to support a Deputy Secretary, including outside of normal business hours, when required
• Demonstrate experience in coordinating complex or sensitive projects or work programs that have a strategic and / or operation significance
• Communicates factually and with clear intent
• High level of emotional intelligence and a positive, proactive attitude
• Team orientated, with the energy and commitment to actively lead, foster and develop other support staff across the Department and the wider APS; and
• Able to develop and support complex relationships with internal and external stakeholders.

Duties and responsibilities:

As an Executive Assistant supporting a Deputy Secretary, you will play a pivotal role in the day to day operations of the Deputy’s office. You will work as part of a small team and will operate with limited direction with sound judgement, confidence and the ability to think strategically.

Your duties will include, but are not limited to:  

• Undertake complex diary management, including prioritising time and drawing attention to matters of importance or of a sensitive and/or complex nature
• Coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources
• Understand the priorities of the Group in order to prioritise work and engagements for the Deputy  
• Perform duties on the Deputy’s behalf including fielding requests and complex enquiries, informing decisions, and managing expectations that best support the Deputy, Group and the Department
• Coordination and contribution to briefings and supporting materials, including reporting, meeting and event briefs, travel itineraries etc
• Working closely with members of the Group to ensure timely delivery and quality of work, and with the Deputy’s Executive Support Staff to ensure alignment and transparency of work and deliverables for the Deputy
• Manage travel arrangements, visas, accommodation and supporting documentation, including acquitting corporate travel cards
• Proactively establish and maintain productive relationships with internal and external stakeholders to achieve work and organisational goals
• Perform a leadership role to the Executive Support Service (ESS) and actively foster and promote strong EA networks across the APS
• Contribute to a healthy and safe working environment, modelling ethical behaviour and practices consistent with the APS Code of Conduct and APS Values.

How to apply:

Submit your application and CV through the Home Affairs’ recruitment system (ourPeople) before the closing date on 05/05/2024 at 11:59pm (midnight) AEST  – Late applications will not be accepted.

As part of your application, please provide:

• Resume / CV
• A 600 word pitch providing examples that demonstrate your performance at the advertised classification
• Details of two referees - one should be your current direct manager. 

Applicant response documents must be a minimum 11pt font in MSWord or PDF format, include your full name and the Requisition Number – 132285 in the document footer.

Prior to preparing your response it is recommended you review the Work Level standards relevant to the classification you are applying to. It may also be useful to refer to the Integrated Leadership Systems information relevant to the classification.

Assessment Process:

Your application will be assessed based on your ability to demonstrate the capabilities required to perform the role, as outlined in the vacancy advertisement and in line with the relevant classification attributes.

In addition to reviewing candidate applications and CV’s the selection panel will use other methods of assessment during the recruitment process, including:

• Interviews
• Referee check

The assessment of a candidate’s suitability to perform the relevant duties of the vacancy is our primary consideration in making an employment decision in accordance with section 10A of the Public Service Act 1999 (PS Act). 

Eligibility:

To be eligible for the position you must be an Australian Citizen.

The successful candidate will be required to obtain and maintain a Negative Vetting Level 1 (AGSVA) security clearance and an Employment Suitability Clearance (ESC).

Reasonable Adjustments:

Reasonable adjustments are put in place to remove or compensate for barriers that people with disability may face during recruitment exercises or in the work place.

As part of your online application, you will be asked if you require any reasonable adjustments to participate in this selection process. Candidates who answer ‘YES’ are asked to provide further information about what assistance they will require to effectively participate.

If you would like to discuss your reasonable adjustments in more detail, please contact the vacancy contact officer.

Diversity and inclusion:

The Department is committed to workforce diversity and applicants who are Aboriginal and/or Torres Strait Islander, come from a diverse cultural or linguistic background or have a disability are encouraged to apply.

RecruitAbility applies to this vacancy. Under the RecruitAbility scheme you will be invited to participate in further assessment activity for the vacancy if you choose to apply under the scheme; declare you have a disability; and meet the minimum requirements for the job. For more information visit: https://www.apsc.gov.au/recruitability

Technical assistance:

For technical enquiries please call or email for assistance:

• Email: recruitment@homeaffairs.gov.au
• Phone: 1300 793 883 (within Australia) or +61 2 6196 0444 (outside of Australia)

Please include any applicable screen captures, a response will be provided during business hours.

Notes:

The Department of Home Affairs offers an attractive remuneration package, including salary, superannuation benefits and flexible working conditions appropriate to the level of the position.

The Department may provide relocation assistance to eligible APS employees required to relocate. The level of assistance will vary depending on the reason for relocating and your personal circumstances. For further information please enquire with the contact officer listed in the advertisement.

Information about employment and advice on how to apply for vacancies can be obtained from the Department’s website at https://www.homeaffairs.gov.au/about-us/careers

Candidates should be aware that in roles where vaccination against COVID-19 is required by public health orders/directions or other legislation proof of vaccination will be required. If a candidate is not fully vaccinated or is unwilling to be vaccinated within a reasonable time period, they may not be offered that role.