Temporary Employment Register - Executive Assistants (APS3 to APS6)

Job Req ID

Home Affairs - 130569

Location

ACT; NSW; NT; QLD; SA; TAS; VIC; WA 

Classification

Register - $64,392.00 and $103,770.00 plus 15.4% super (part time pro-rata)

Employment Type

Non Ongoing (Temporary), Full-time / Part-time 

Flexible work

Flexible arrangements considered 

Contact Officer

SES unit on ses.unit@homeaffairs.gov.au 

Applications close on 30 June 2024 at 11:59pm AEDT (midnight) - Late applications will not be accepted.

About the Department:

The Department of Home Affairs and The Australian Border Force believe people are the Department's most important and valuable asset. We enable the delivery of government priorities and are essential to the Department's ongoing success in achieving its vision for the future. We are all part of something bigger, where each of us play vital roles in building a secure Australia that is prosperous, open and united. We continue to invest in our people and seek new approaches that will allow us to achieve our objectives in a rapidly changing and challenging environment.

About the Register: 

The Home Affairs Executive Assistant (EA) Employment Register is open to current APS employees as well as members of the community to register their interest in upcoming EA opportunities.

The register enables us to access potential candidates with administrative or Executive Assistant experience at short notice for non-ongoing or temporary vacancies.

  
Non-ongoing or temporary employment opportunities may be offered on a full-time or part-time basis depending on business needs and requirements.

Non-ongoing opportunities may be offered for an initial period of up to 12 months, with the possibility to extend for a further 6 months, for a total maximum period of 18 months.

Duties and responsibilities

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 under the supervision of their executive. Candidates should be solutions focused, using knowledge, creative thinking and sound judgement to manage various types of issues/situations that arise. Under limited direction, you may undertake some basic research and analysis activities, as well as additional ad hoc tasks at the discretion of the executive.

APS Level 3:

• Address routine, straightforward telephone and email enquiries and independently respond to internal and external queries
• Monitor and track incoming documents to ensure correspondence is triaged and actioned accordingly
• Provide basic quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice in accordance with departmental guidelines
• Provide basic administrative support in a timely manner, including but not limited to printing and collating documents and other briefing material.

APS Level 4:

• Address routine to moderately complex telephone and email enquiries and independently respond to internal and external queries
• Under general direction, prepare meetings materials, correspondence, presentations and minutes, including the administration or critical, confidential and sensitive information
• Diary management, including prioritising time and drawing attention to matters of importance
• Liaise with stakeholders and assist with the resolution of moderately complex matters.

APS Level 5:

• Manage and prioritise, including monitoring and tracking, incoming documents and correspondence to ensure appropriate taskings are triaged and actioned accordingly
• Assist in the management of corporate functions including human resources, property and financial activities
• Develop appropriate systems, procedures and controls to improve quality, efficiency and presentation of work within the Division
• Under limited direction, manage and prepare meeting materials, correspondence, presentations and minutes, including the administration of critical, confidential and sensitive information.

APS Level 6:

• Undertake research and analysis, exercise sound professional judgement and use a common-sense approach when dealing with issues, problems, confidential and sensitive matters, ensuring diplomacy and discretion
• Proactively assist, pre-empt, and react quickly and flexibly to any changes in the executive's schedule, including rescheduling to achieve the required outcomes
• Manage complex telephone enquiries and independently respond to internal and external queries requiring analysis
• Manage and undertake corporate functions including human resources, property and financial activities.

How to apply

Submit your application and CV through the Home Affairs’ recruitment system (ourPeople) before the closing date on 30 June 2024 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 – 130569 in the document footer.

Prior to preparing your response it is recommended you review the Work Level standards and Integrated Leadership Systems relevant to the classification you are applying to. 

Your registration will remain active until 30 June 2024 and we may contact you at any time about available opportunities. Once the register closes you will need maintain your interest by re-applying.

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 an Employment Suitability Clearance (ESC).

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.