Executive Assistants - Multiple Vacancies

Job Req ID

Home Affairs - 135122

Location

ACT; NSW; NT; QLD; SA; TAS; VIC; WA 

Classification

APS Level 4 - $74,049.00 and $79,871.00 plus 15.4% super (part time pro-rata)

Employment Type

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

Flexible work

Flexible arrangements available 

Contact Officer

SES Unit at ses.unit@homeaffairs.gov.au 

Applications close on 22/10/2024 at 11:59pm AEDT (midnight) - Late applications will not be accepted.

About our opportunity

This process is being used to fill several vacancies. A merit pool may be established and used to fill similar vacancies for up to 18 months. 

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

Our ideal candidates are effective communicators, have great time management skills, display close attention to detail, are able to manage competing priorities and manage work accordingly.

These candidates should work with a solutions focus, using knowledge, creative thinking and sound judgement to manage various types of issues/situations that arise. Under limited direction, they may undertake some basic research and analysis activities, as well as additional ad hoc tasks at the discretion of the executive.

An APS 4 Executive Assistant provides administrative support to executive officers within the Department of Home Affairs or the Australian Border Force. They are able to quickly build a successful partnership with their supervisor by using their emotional intelligence and utilising knowledge of the executive’s individual preferences. They are required to perform a range of routine to moderately complex administrative support work, within a fast-paced environment. They are required to have a sound understanding of, and be compliant with, relevant legislative frameworks, government decision-making processes and policy requirements.

Duties and responsibilities

Under general direction, APS 4 Executive Assistants are expected to: 

• Undertake diary management, including prioritising time and drawing attention to matters of importance
• Address routine to moderately complex telephone and email enquiries and independently respond to internal and external queries
• Have excellent interpersonal skills and undertake other administrative tasks and ad hoc activities for the executive as required
• Provide quality assurance including proof reading, editing and drafting of documents such as briefs, minutes and other advice in accordance with departmental guidelines
• Liaise with stakeholders and assist with the resolution of moderately complex issues
• Effectively re-negotiate timeframes with stakeholders, if it is clear that timeframes are not going to be met
• Anticipate and identify relevant internal stakeholders’ expectations and concerns and adapt communication style to present messages in a clear and concise manner
• Provide support and guidance to a lower level or new staff member to successfully carry out the role
• Explore opportunities for improved practices and processes, both individually and as part of the broader Executive Support Network
• 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.

Additional information

Selected candidates will be placed in the location of SES employees.

How to apply

Submit your application and CV through the Home Affairs’ recruitment system (ourPeople) before the closing date on 22/10/2024 at 11:59pm (midnight) AEST  – Late applications will not be accepted.

As part of your application, please provide:

• Resume / CV
• A 600 word written application providing examples demonstrating your performance at the advertised classification
• Details of a referee - must be your current direct line manager. 

Applicant response documents must be a minimum 11pt font in MSWord or PDF format, include your full name and the Requisition Number – 135122 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:

• Online capability assessment
• 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 Baseline Vetting (AGSVA) security clearance, and:
 

• ABF Workers will also be required to obtain and maintain an Employment Suitability Clearance (ESC).
• Home Affairs Workers will also be required to obtain and maintain an Onboarding Check.
   

In certain circumstances, an Employment Suitability Clearance (ESC) may be required in addition to, or in lieu of, an Onboarding Check, which will be determined by the delegate as necessary.  

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.

RecruitAbility

RecruitAbility is a scheme which aims to attract applicants with disability. Candidates who declare as having a disability, opt into RecruitAbility and meet the minimum requirements for the vacancy may advance to a further stage in the selection process. Merit remains the basis for engagement and promotion.

RecruitAbility disability definition is a current limitation, restriction or impairment, which has lasted, or is likely to last, for at least six months and restricts everyday activities. This also includes episodic conditions if they are likely to recur. For more information see the Australian Public Service Commission's RecruitAbility information.

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 Australian Public Service (APS) Employee Value Proposition (EVP) highlights the top reasons our employees enjoy working in the APS.

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.