Executive Assistant - Multiple Vacancies

Job Req ID

Home Affairs - 139757

Location

ACT 

 Employment Type

Ongoing (Permanent), Full-time 

Classification

APS Level 4 - $76,863.00 and $82,906.00 plus 15.4% super (part time pro-rata)

Contact Officer

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

Office Arrangements

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

Applications close on 04/01/2025 at 11:59pm AEDT (midnight) - Late applications will not be accepted.

About our opportunity

This process is being used to fill multiple immediate positions in the ACT. 

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

Home Affairs

The Department of Home Affairs supports a prosperous, secure and united Australia through the management of a range of functions including responsibility for Australia's migration and citizenship programs, cyber security policy, the protection of critical infrastructure, countering terrorism, and countering foreign interference and espionage. In addition, it is responsible for strengthening multiculturalism and democratic resilience, and facilitating legitimate trade and travel while maintaining the integrity of the Australian border.

Home Affairs seeks to create an environment to ensure our staff can perform to their full potential. As a department we are focused on demonstrating exemplary leadership, progressing our game-changing agenda and ensuring collaboration is at the core of what we do. Our leaders must epitomise excellence, set high standards and inspire and invest in our people to ensure that we are well positioned to continue delivering for the community into the future.

Our work is underpinned by our partnerships with government, international and industry partners.

Contribute to building a prosperous, unified and safe Australia - work in a challenging but rewarding role that touches many parts of Australian life.

Australian Border Force

The Australian Border Force sits within Home Affairs and is the steward of Australia's international border - an asset of strategic national interest. The ABF advances a prosperous and secure Australia through trade and travel facilitation and modernisation, and effective customs, immigration, maritime and enforcement activities across the border continuum.

The ABF's responsibilities include regulating the movement of people and goods across the border, undertaking civil maritime surveillance and response operations, ensuring regulatory compliance, managing onshore immigration detention and the enforcement of border-related laws. As Australia's Customs service, the ABF plays a key role in the collection and protection of border revenue.

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

Our ideal candidate

We are creating a merit pool at the APS4 classification fill existing and upcoming vacancies in multiple areas across the Department and the Australian Border Force. Please note that the current vacancies are located in Canberra, but other locations may be considered for future vacancies.

Our ideal candidates are effective communicators, have great time management skills, display close attention to details, are able to manage competing priorities and manage work accordingly under the supervision of their executive.

Throughout this process you will be assessed against the core APS4 capabilities as outlined in the Integrated Leadership System (ILS):

• Supports strategic direction
• Achieves results
• Supports productive working relationships
• Displays personal drive and integrity
• Communicates with influence

Duties and responsibilities

You will be co-located with your executive and key duties of the position include:

• Coordinating and prioritising meetings for the executive.
• Ensuring the executive is well-prepared for meetings with relevant briefing materials.
• Organising meeting logistics, agendas, minutes, and tracking of action items.
• Monitoring, drafting, and responding to emails and correspondence on behalf of the executive.
• Monitoring deadlines, following up actions, and ensuring timely completion of tasks.
• Booking travel arrangements including flights and accommodation.
• Preparing travel itineraries and reconciling travel costs.
• Acting as the first point of contact for the executive and providing great client service to staff and stakeholders.
• Handling sensitive and confidential information appropriately.
• Supporting the executive and teams across the business area with adhoc administration tasks

How to apply

Submit your application and CV through the Home Affairs’ recruitment system (ourPeople) before the closing date on 04/01/2025 at 11:59pm (midnight) AEDT  – Late applications will not be accepted. Please upload your Resume under both the documental upload sections.

This assessment process has two stages, and only short-listed candidates will be invited to stage two:

1. Online capability assessment
2. One-way video interview
 
All candidates who meet the eligibility requirements will be invited to complete an online capability assessment. The Department uses Criteria, an external company whose platform is used for various stages of the recruitment process. You will receive an email from Criteria with a link that will take you to the assessments once the applications close.
 

It is strongly encouraged that all potential candidates complete the following sample assessments to gain a clear understanding of the requirements:

• Aptitude
• Personality
• Emotional Intelligence
  
  

For more information about Criteria aptitude testing including tips on how to prepare please visit https://www.criteriacorp.com.au/candidates/how-to-prepare.

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.  

The Department may also identify positions for which a higher security clearance is required, this will be discussed with successful candidates at time of placement.

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