GAZ - APS4 - ACT - NEMA Executive Assistant

Job Details

Job Req ID

NEMA - 141895

Location

ACT 

Employment Type

Ongoing, Full-time 

Classification

APS Level 4 - $80,246.00 to $86,246.00 plus 15.4% super (part time pro-rata)

Contact Officer

Christine Culnane - christine.culnane@nema.gov.au  

Office Arrangements

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

About our opportunity

This process is being used to fill 2 immediate position/s. 

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 VIC; ACT; NSW; NT; QLD; SA; TAS; WA.

About the National Emergency Management Agency

The National Emergency Management Agency's work has a real impact on the lives of Australians, particularly those living in rural and regional areas. The National Emergency Management Agency's guiding principle is “Locally led, locally understood and locally implemented” and we bring together local communities, government, non-government and key industry representatives to support disaster recovery and resilience across the country. Your work will help people who are recovering from natural disasters and prepare them for the future.

National Emergency Management Agency (NEMA) was established on 1 September 2022 as 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. 

NEMA works closely with states and territories to deliver the best outcome for communities across Australia. To help communities respond and recover, while preparing Australia for future emergencies, we:

• Fund programs and initiatives, big and small, that help communities in times of emergency, as well as to recover and prepare, including through disaster recovery funding and the Disaster Ready Fund to help reduce the risk and impact of disasters
• Have officers located across Australia, working in partnership with states and territories to support disaster-affected communities to collectively build resilience, reduce risk and harm, and effectively respond to and recover from disasters
• Provide national leadership to share knowledge, situational awareness, and trends in disaster efforts to inform, guide and shape the national picture and decision-making at the Commonwealth, state and local Government level – including through policy development and strategy to improve risk reduction, resilience and recovery
• Provide round-the-clock all-hazards monitoring and operational coordination for domestic and international emergencies, including supply chain disruptions, critical infrastructure outages, biosecurity risks and widespread cyber attacks, and through supporting preparedness and response activities, including through the operationalisation of the Australian Government Crisis Management Framework.
   

For further information on NEMA’s purpose, vision and values, please see the NEMA website.

Overview of the branch and section

The Chief Operating Officer (COO) Group provides corporate and enabling services, including finance, human resources, audit and risk, governance, communications, media, property, technology, data analytics, legal and parliamentary services. The group also oversees shared services arrangements with Home Affairs and the claims assurance process for Disaster Recovery Funding Arrangement (DRFA) programs.

The Emergency Management and Response (EMR) Group provides national preparedness, crisis coordination, response and early recovery support across all hazards. The group leads national operational capability uplift, exercising, lessons management and specialist capability, and manages key Australian Government crisis coordination functions and national-level plans under the Australian Government Crisis Management Framework.

The Disaster Resilience and Recovery (DRR) Group is responsible for disaster recovery, risk reduction and resilience policy and programs. The group administers funding programs, including the Disaster Recovery Funding Arrangements (DRFA) and the Disaster Ready Fund (DRF), and leads policy on natural hazard risk reduction, insurance, international engagement, disaster funding reform and national emergency management governance.

About the role

The Executive Assistant role provides high-quality executive and administrative support to Senior Executive Service (SES) officers. The role works with autonomy and accountability, manages competing priorities, shares information and expertise, and supports effective work practices and procedures.

The role builds effective stakeholder relationships, assists with straightforward to moderately complex issues, and contributes to NEMA’s broader Executive Support team. Working under limited direction in a complex and fast-paced environment, the Executive Assistant must exercise sound judgement, discretion and initiative to manage a range of matters as they arise.

At times staff within NEMA may be required to work outside of standard business hours.

Our ideal candidate

To be successful in this role, the individual will be self-motivated, adaptable and comfortable working in a rapidly evolving and forward-thinking environment. They will demonstrate strong critical thinking skills, or the ability to quickly develop them, to support branches and senior executive officers in delivering key priorities and outcomes. The successful candidate will work collaboratively across the Executive Support team, contribute to the effective delivery of business outcomes and identify opportunities to directly support the agency’s objectives.

We encourage applications from First Nations people, people with disability, LGBTQIA+ people, people from culturally and linguistically diverse backgrounds, mature age people and people from other diverse backgrounds. We are committed to providing a working environment that values diversity and inclusion and supports staff to reach their full potential.

Duties and responsibilities

Under limited direction, undertake routine to moderately complex general administration, including:

• Provide diary and meeting management support to SES officers, including coordinating appointments, stakeholder engagements, venue bookings and associated logistics and resources
• Coordinate travel arrangements, accommodation and supporting documentation, including acquitting corporate travel cards
• Build and maintain effective working relationships with internal and external stakeholders, providing professional and responsive administrative support
• Manage routine and moderately complex enquiries on behalf of the SES officers, responding to requests and support the coordination of executive workloads
• Prepare and coordinate meeting agendas, briefing materials, correspondence and administrative documentation and record meeting minutes, outcomes and decisions in line with agency policies and procedures
• Work collaboratively with executive assistants and employees across the agency to support business outcomes and contribute to the continuous improvement of administrative processes
• Monitor and track incoming documents to ensure correspondence is triaged and actioned appropriately.

Additional information

Role requirements/qualifications:

• Demonstrated strong written and verbal communication skills
• Strong organisational and time management skills, including the ability to manage competing priorities and meet deadlines in a fast-paced environment
• Demonstrated ability to build and maintain effective working relationships with internal and external stakeholders at all levels
• Knowledge of, or the ability to quickly acquire, an understanding of organisational relationships, agency functions and business priorities
• Demonstrated sound judgement and problem-solving skills, including the ability to analyse issues and develop practical solutions
• Proven ability to adapt and work effectively in a dynamic and evolving environment
• Demonstrated discretion and the ability to handle confidential and sensitive information appropriately
• High level of attention to detail, ensuring accuracy, consistency and quality of documentation and administrative processes
• Strong interpersonal skills, with the ability to build rapport and maintain productive stakeholder relationships
• Self-awareness, initiative, flexibility and resourcefulness when managing competing demands and challenges
• Ability to work independently, take ownership of tasks and contribute effectively as part of a team.

Assessment Process
The recruitment selection process for this round may include one or more of the following:

• Applicant response
• Interview
• Reference checks.

Applicant response

As part of your application, you will be required to prepare a one-page response document (minimum 11pt font in Microsoft Word 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.

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 as well as the APSC guidance on Principles for candidate use of AI in recruitment. 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 – NEMA - 141895 in the footer of any documents being uploaded.

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

Eligibility

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 and successfully undergo a National Police Check
• Obtain and maintain a Baseline Vetting (AGSVA) security clearance
• Satisfy a probation period (if applicable)
• Undergo a health assessment (if applicable).

Technical assistance

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

Notes

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@homeaffairs.gov.au.