Aps 4 Executive Assistant

5 months ago

Melbourne, Australia Department of Veterans' Affairs Full time

Salary Range: $76,696 - $81,802 + Attractive Superannuation

The DVA Policy and Research Division develops policies and research initiatives, to support, maintain and enhance the wellbeing and self-sufficiency of veterans and their families, including in the domains of Income and Finance; Health; Social Support; Education and Skills; and Housing.

The Division’s responsibilities include:

- developing and providing strategic policy advice on veteran wellbeing including health, mental health, social health, aged care, early engagement and transition; employment; compensation; rehabilitation; and income support matters;
- implementing DVA’s applied research program; and
- providing support and advice to the Minister, Repatriation Commission, Military Rehabilitation and Compensation Commission, DVA Executive and staff.

The Division contains three branches: Health and Wellbeing Policy, Benefits Policy and Community Policy and Research. The position vacant is within the Division’s Community Policy and Research Branch.

As an Executive Assistant, you will work with Senior Executive Service (SES) officers to provide strategic and practical support as required to the Branch and/or Division.

Executive Assistants will work under general direction and be responsible for the delivery of timely, efficient and effective high level administration and executive support. You will manage front-of-office functions in a high volume environment, including managing diaries, appointments, organising meetings, workflow, and correspondence, collating documentation and coordinating travel.

To be successful in this role you will possess strong written and oral communication skills and the ability to build productive working relationships. You will be organised, adaptable to change and possess the ability to prioritise, multi-task and display a high level of accuracy and attention to detail. You will work collaboratively with others, and demonstrate an ability to achieve results and perform additional duties or functions as directed from time to time.

**Duties**
- Diary management including prioritising the SES Officer’s time and drawing attention to matters of priority
- Coordinating meetings with internal and external stakeholders and ensuring the SES Officer has all required information for meetings
- Establishing effective working relationships and high standard of customer service
- Engaging with branch staff and fostering a strong team focus
- Liaising with internal staff and external agencies on matters relating to the work area
- Preparing and/or quality assuring general correspondence and less complex documentation in accordance with departmental guidelines
- Initiating and ordering supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes
- Developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch
- Organising, scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the SES Officer
- Undertaking less complex research for the SES Officer
- Assisting with coordinating branch administrative tasks (e.g. phone lists, leave register, senate estimates responses, property and accommodation)
- Undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy
- Adhering to the APS Values and Code of Conduct
- Demonstrating capability in line with the APS Integrated Leadership System (ILS) and Work Level Standards at the APS 4 level
- Previous experience working in a Public Service Executive Assistant environment will be highly regarded.

**Eligibility**
- Applicants must be an Australian citizen to apply.

**Notes**
This recruitment process is being used to fill an ongoing position.

A merit pool of suitable applicants may be created which may be used to fill future ongoing and non-ongoing vacancies should they become available over the next 18 months.

DVA is committed to improving the data skills and capability of our workforce to underpin our goal of becoming a leading data-driven organisation.

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