Executive Assistants - Multiple Vacancies

Job Req ID

Home Affairs - 132281

Location

ACT 

Classification

APS Level 5 - $80,748.00 and $87,572.00 plus 15.4% super (part time pro-rata)

Employment Type

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

Flexible work

Flexible arrangements considered 

Contact Officer

Alyssa Broomby on 02 6264 1986 

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

About our opportunity:

Are you highly motivated, professional, organised and have the ability to provide high quality executive support? Home Affairs has a role for you!

We are looking to fill several vacancies at the APS5 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 APS5 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 be solutions focused to perform and achieve a range administrative support work within a fast-paced environment. You will be an effective communicator, have excellent time management skills, display close attention to detail and effectively manage competing priorities. 

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
• Articulate and communicate factually and with clear intent
• Emotionally intelligent and have a positive, proactive attitude
• Team orientated, with the energy and commitment to actively build and sustain relationships with other support staff across the Department and the wider APS; and
• Able to develop and support relationships with internal and external stakeholders.

Duties and responsibilities:

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

Your duties will include, but are not limited to:  

• Monitor and track incoming documents to ensure correspondence is triaged and actioned accordingly
• Provide quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice in accordance with departmental guidelines
• Arrange and coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources as required
• Undertake diary management, including prioritising time and drawing attention to matters of importance
• Coordinate and provide administrative support, including printing and collating documents and other briefing material, in a timely manner
• Coordinate travel arrangements, accommodation and supporting documentation, including acquitting corporate travel cards
• Liaise with stakeholders and assisting with the resolution of moderately complex to complex policy, project or operational issues, responding to their needs and expectations as required
• Encourage the building and maintenance of relationships within the EA network and Executive Governance and Support Directorate
• Contribute to a healthy and safe working environment, modelling ethical behaviour and practices consistent with the APS Code of Conduct and APS Values.

Candidates interested in these positions who may not meet all of the specific duties/responsibilities listed but believe they have transferable skills to successfully fulfil this role are still encouraged to apply

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 – 132281 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 obtain and maintain a Baseline Vetting (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.