GAZ - APS4 - ACT/QLD - NEMA Executive Assistant

Requisition Number: 129580
Position Number/s: Multiple
Classification: APS Level 4 
Location: ACT; QLD  
Division: Executive Division  
Branch: N/A  
Section: Multiple  
Security Classification: Negative Vetting Level 1 
Salary: $71,890.00 to $76,884.00  
Contact: Davina Marotte - davina.marotte@nema.gov.au  Email: davina.marotte@nema.gov.au
Period of Vacancy: Ongoing
Number of Vacancies: 1

Applications close: Friday 6 October 2023 at 11:59pm (midnight) - AEDT. Late applications will not be accepted.

Who can apply:
Please note this opportunity is available to current Australian Public Service employees and all eligible members of the community.

National Emergency Management Agency:
National Emergency Management Agency (NEMA) is a single, accountable Commonwealth authority that delivers a whole-of-nation approach to reducing disaster risk, planning, preparing for, responding to and recovering from all hazards across the emergency management continuum.

Overview of the Branch and Section:
Executive Assistants (EA) within NEMA report directly to individual Senior Executive Service (SES) officers. The EA works under limited direction, within a complex and fast-paced environment. This is a position of trust that requires creative thinking, and sound judgement, to manage various types of issues/situations as they arise.

About the role:
The EA exercises autonomy and accountability as a part of the role and is required to share information/expertise, monitor work practices, set basic work priorities and develop procedures. They are responsible for building rapport and maintaining stakeholder relationships and assisting with the resolution of straightforward, to moderately complex, issues. The EA will also form part of the broader Executive Support team within NEMA, to deliver and enable key business outcomes. At times, staff within NEMA may be required to work outside of standard business hours, particularly during the high risk weather season.

Our ideal candidate:
NEMA is looking for people who enjoy working in a rapidly evolving and forward thinking environment. With a focus on critical thinking skills, or the ability to quickly acquire critical thinking skills, our ideal candidate will assist to organise and deliver the remit for Branches and SES, as well as assist the broader Executive Support team to deliver key business outcomes. The successful candidates will be self‑driven and seek to directly influence the key objectives of the Agency.

Specific duties/responsibilities:
Under limited direction, undertake routine to moderately complex general administration. This includes,
but is not limited to;

• Diary management including organising, scheduling and coordinating for Senior Executive
• Establish and maintain collaborative relationships with internal and external stakeholders
• Proactively managing the workload of the Senior Executive by addressing routine, to moderately complex, enquiries and independently responding to internal and external queries
• Quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice, in accordance with departmental guidelines
• Contribute to the improvement of business processes, including working with other Executive Assistants and staff across the organisation to support key business outcomes.

Role requirements/qualifications:
Mandatory

• Strong written and verbal communication skills
• Excellent organisational skills, including time management and dealing with competing priorities
• Strong stakeholder engagement skills and the ability to liaise with internal and external stakeholders at various levels
• Knowledge, or the ability to quickly acquire an understanding, of the organisational relationships and the responsibilities of the Agency
• Sound judgement and decision-making ability including critical thinking skills, or the ability to quickly acquire critical thinking skills, to be able to analyse issues and develop reasoned conclusions
• Proven experience to adapt in a fluid and ever-changing environment.

Desirable

• Resilience and ability to work in an agile mindset, adapting to new and changing priorities
• Attention to detail to ensure consistency and accuracy of documentation
• Interpersonal effectiveness to build rapport and maintain stakeholder relationships
• Self-awareness, high-level of initiative, flexibility and resourcefulness
• Discretion and ability to deal with confidential and sensitive business matters
• Self-starter who works well independently and has a collaborative mindset to work as part of the team.

How to apply:

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 System information relevant to the classification. You are required to submit your application in the online recruitment system (ourPeople).

As part of your application, you will need to provide:

• Your CV
• Your Applicant Response document
• Details of two referees
• Include your full name and the Requisition Number - 129580 in the footer of any documents being uploaded.

Applicant response:

As part of your application, you will be required to prepare a response document (minimum 11pt font in MSWord or PDF format), which you will upload in the next section.

Please ensure you read the instructions carefully, noting failure to address identified requirements may lead to your application being deemed ineligible.

Please prepare a one-page Applicant Response 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.

Eligibility and Specific Conditions of Employment

To be eligible to work with the NEMA you must:

• Be an Australian Citizen
• Fulfil the Agency’s minimum requirements by satisfactorily answering all screening questions during the application process
• Obtain and maintain the required AGSVA clearance
• Satisfy a probation period
• Undergo a health assessment (if applicable).

To be eligible to work in some roles, you may be required to be fully vaccinated against COVID-19 (including any COVID-19 booster dose to maintain an 'up-to-date' status). Candidates should be aware that in roles where vaccination against COVID-19 is required by public health orders/directions or other legislation, if a candidate is not fully vaccinated or is unwilling to be vaccinated within a reasonable period, they may not be offered that role.

Technical Assistance

If you are experiencing problems submitting your application online, please email the nature of the issues you are experiencing to Recruitment (recruitment@homeaffairs.gov.au) including screen captures if necessary. A response will be sent during business hours.

Notes

Remuneration: The Agency offers an attractive remuneration package, including salary, superannuation benefits and flexible working conditions appropriate to the level of the position.

If you have identified as having a disability, please indicate whether you require any support throughout the selection process. For further information please contact Recruitment: recruitment@homeaffairs.gov.au.