Aps 5 - Committees & Secretariat Administration
3 weeks ago
$78,143 - $83,700 (plus Super)
- Brindabella Park - ACT
**The Role**
The Directorate has an important opportunity for an APS 5 Administration Office within the Infrastructure Division (ID) Committee Secretariat team.
You will need to demonstrate participation and leadership in delivering the secretariat framework with various stakeholders across Defence and Central Agencies.
You will have the opportunity to work closely with senior level staff, providing administrative support, coordinating meetings, preparing agendas and meeting materials, taking minutes, and distributing them to relevant stakeholders.
You will support a cross-functional team to help ensure that ID delivers on its business outcomes, and stakeholders are kept informed and engaged.
Duties may include, but are not limited to:
- Maintain the ID Committees forward works schedule, including processing of requests to change committee dates and maintenance of projects schedules within Defence’s CapabilityOne system
- Assist coordinate ID input for enterprise committees and forums
- Minute taking at various ID Committees, drafting of Gate Review Outcomes and arranging review and clearance of the Outcomes
- Quality assure written submissions, briefs, inquiry outcomes, corporate reports, minutes and other correspondence for Defence and external stakeholders
- Contribution to ongoing improvements to IDs Secretariat support processes consistent with policy and reform initiatives
- Maintenance of standard operating procedures for the tasks within the Secretariat role.
- Other tasks as instructed to assist within the wider Directorate.
**About our Team**
The Directorate of Business Improvement & Governance within the Estate Planning Branch in Infrastructure Division, SEG, is responsible for business governance and corporate functions across Infrastructure Division, and support to Estate programs and projects.
The Governance and Secretariat team is responsible for managing secretariat functions for the Estate and Infrastructure Gate Review Committee, and the coordination of all divisional content for other ID and Enterprise Committees; together with the preparation and coordination of divisional input for corporate and statutory reporting such as the Budget Statements, Corporate Plan, and Annual Report, together with Divisional performance management reporting.
The team works closely with the Office of the First Assistant Secretary, Infrastructure and the Office of the Deputy Secretary, Security and Estate.
We are looking for someone that can work under limited or broad direction to perform and achieve administrative work within an integrated workforce.
We seek someone that can deliver quality and timely work outcomes, has excellent attention to detail, can take independent action and have good teamwork and stakeholder management skills.
The ideal applicant will exercise good judgement, demonstrate initiative and have a focus on continuous improvement.
You will have excellent written and oral communication skills and an ability to respond flexibly and positively to change.
- Demonstrated experience in a Secretariat or Corporate related field
- Demonstrated experience working collaboratively to build and sustain relationships with key stakeholders from a variety of backgrounds and levels of seniority
- An understanding of Government approval pathways
- Excellent verbal and written communication skills
- A high attention to detail, with the ability to present ideas persuasively
- Experience with the Parliamentary Document Management System (PDMS) and CapabilityOne will be highly regarded
- Trustworthy, transparent and possess the highest levels of integrity
Note:
The role requires on-site access to systems and offices located within the ACT from time to time and sometimes at short-notice. For this reason, whilst flexible working conditions can be applied to an extent, the successful incumbent will be required to reside within the ACT region and be able to work primarily from our Brindabella Park office.
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