Senior Secretariat Officer

Job Req ID

ABF - 134243

Location

ACT 

 Employment Type

Ongoing (Permanent), Full-time 

Classification

Executive Level 1 - $110,788.00 and $129,928.00 plus 15.4% super (part time pro-rata)

Contact Officer

Alan Jeynes  

Office Arrangements

Flexible  - Flexible working arrangements can be negotiated in accordance with our Enterprise Agreement and the operational requirements of the role.
 

Applications close on 20/01/2025 at 11:59pm AEDT (midnight) - Late applications will not be accepted.

About our opportunity

This process is being used to fill 1 immediate position.

Applicants suitable for the role but not offered the position for the current vacancy may be placed in a merit list or pool to fill similar vacancies for up to 18 months anywhere in ACT; NSW; NT; QLD; SA; TAS; VIC; WA.
 

About our team

Strategy & Capability | Civil Maritime Capability | N/A | N/A

The Australian Border Force Civil Maritime Capability (CMC) Division ensures the current management and future sustainability of our civil maritime security capability. We plan, identify, evaluate, acquire and sustain the capability and operational infrastructure that enable Australia to fully protect sovereign jurisdiction and uphold our international obligations and treaty arrangements offshore.

The Division provides whole-of-government analysis on emerging civil maritime security threats, risks and capability. Through modelling and future vision we establish capability needs and requirements and undertake multiple complex procurements, sustainment and contract management. Our functions are modelled on ideal capability lifecycle management and include strategic planning, design and policy to deliver long-term capability planning and enhance whole-of-government leadership. The Division engages with diverse stakeholders across government, international partners, industry and regulatory bodies.

The Program Management Office (PMO) section enables delivery of Australia's civil maritime capability program by connecting strategic thinking with tactical needs and takes a whole-of-program view to deliver long-term multi-billion-dollar capabilities while remaining flexible to solve complex day-to-day challenges.

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

Our ideal candidate

The Senior Secretariat Officer will be capable of working in a deadline-driven environment to provide program management support and secretariat services to the PMO, Civil Maritime Capability Program Board (CMC PB) and related committees.

The Senior Secretariat Officer must be extremely well-organised, familiar with applying rigorous governance processes, and apply initiative and judgement to guide colleagues with adhering to timelines-you will cultivate and foster productive working relationships and build trust across the organisation.

As part of the PMO team, you will support the First Assistant Secretary in contributing to the effective management of meetings, capability development, and program management to assist the CMC PB in meeting its objectives.

Experience with providing program coordination, or the demonstrated ability to acquire these skills rapidly, is needed.

Duties and responsibilities

The Senior Secretariat Officer performs the following duties/responsibilities:

• Provide high-level secretariat activities and services to the Program Management Office, Civil Maritime Capability Program Board (CMC PB) and related committees.
• Lead, plan and prioritise work, being flexible to changing business priorities, and acting as the escalation point for related matters of concern.
• Initiate, build and maintain strong, productive working relationships with stakeholders across internal and external networks.
• Listen, recognise and address stakeholder concerns by demonstrating an understanding of stakeholder context and operational objectives, escalating as required.
• Design and tailor communications and messaging for a broad range of stakeholders, at different working levels, internal and external to the organisation.
• Draft high-quality written documents and visual presentations using Microsoft Office software.
• Consult with and advise internal and external stakeholders, providing expert advice and anticipating and responding to their needs and expectations.
• Drive the preparation Senior Executive Service officer meeting material, including papers for consideration and decision by the Program Management Office, CMC PB and related committees, and recording of meeting minutes, outcomes and decisions for meetings.
• Oversee the management of incoming requests and workflows, ensuring they are triaged and actioned efficiently and effectively.
• Undertake program level risk management, including identification, assessment and prioritisation of risks and their treatments.
• Assist with the administration of policies and other associated guiding material. Develop procedures and guidance material to enhance implementation of the civil maritime program.
• Undertake filing and records management functions, including for key discussions, decisions, handwritten and electronic notes, to ensure records are accurate, complete and managed in accordance with departmental policy.
• Represent the business area or the organisation at meetings and various fora to achieve organisational objectives collaboratively.
• Maintain current best-practice knowledge, including new thinking and approaches, and regularly communicate this to teams.
• Contribute to and manage change to align business practices and processes with departmental strategic goals and objectives.
• Contribute to contingency planning to facilitate business continuity.

Additional information

Mandatory

• Experience in a secretariat, governance and/or policy environment, including the ability to research and develop evidence-based concepts created on an analysis of issues.
• Well-developed writing skills, including the ability to translate concepts into documents for use by a variety of stakeholders.
• Effective stakeholder engagement skills including the ability to form positive professional relationships both within the organisation and with external stakeholders.
• The ability to communicate with influence and clearly articulate messaging.

Desirable

• Working knowledge, or the capacity to acquire knowledge quickly, of Home Affairs and Australian Border Force governance and program management methodologies.
• Working knowledge, or the capacity to quickly acquire knowledge of Commonwealth new policy proposal (NPP) processes.
• Knowledge of Australia's civil maritime security arrangements.

How to apply

Submit your application and CV through the Home Affairs’ recruitment system (ourPeople) before the closing date on 20/01/2025 at 11:59pm (midnight) AEDT  – Late applications will not be accepted.

As part of your application you will be required to prepare and submit a one-page applicant response document in relation to the advertised role, outlining:

• How your skills, knowledge, and experience will be relevant to this role

• Why you are interested in the role and what you can offer us

• Any specific examples or achievements that demonstrate your ability to perform the role

Applicant response documents must be a minimum 11pt font in MSWord or PDF format, include your full name and the Requisition Number – 134243 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.

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:
 

• 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.  

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.