Administration Officer, Aps Level 4, Legal Branch

2 weeks ago

Canberra, Australia Department of Industry, Science, Energy & Resources Full time

**Job no**: 513220

**Employment type**: Ongoing

**Location**: Canberra

**Categories**: APS Level 4, Administration

**About the department**:
The department plays a key role in the Australian Government’s agenda to create jobs and build a stronger, more resilient and competitive economy. Our work builds on Australia’s existing strengths, supports businesses to grow, and drives new opportunities for long-term productivity growth and prosperity. The success of the department helps Australia recover from the economic consequences of COVID‑19 and adapt to its ongoing effects. Through our work, we support the government’s economic recovery plan and help to deliver a better future for all Australians.

**About the team**:
The Practice Management Unit (PMU) is a client-focussed team within the Legal Branch of the Chief Operating Officer Division. Our mission is to provide high quality operational support to the Legal Branch, which is responsible for providing legal advice and services to the department. We are passionate about identifying, creating and implementing efficient business solutions and systems to enable us to deliver optimal operational support. We support the Branch by undertaking functions including:

- procurement administration
- recruitment and onboarding of new staff
- contract management
- executive support, including EA support to the General Counsel
- financial processing and invoicing
- management and reporting of budgets
- managing group inbox service requests
- engagement with internal and external stakeholders
- management of legal databases, systems and policies
- coordination of a range of branch activities, such as:

- responding to coordination requests
- risk management processes
- dashboard reporting and other governance projects
- statutory reporting

We are looking for an enthusiastic, organised and capable person to fill an upcoming vacancy in the PMU.
- Excellent time management skills,
- A can-do, enthusiastic, positive, flexible attitude and client-focussed approach to their work
- Excellent communication and stakeholder engagement skills
- The ability to deliver high quality and timely operational support
- Demonstrated initiative and sound judgement
- A proven ability to work in a dynamic team environment to manage time-critical processes
- Ability to foster strong working relationships with colleagues and suppliers

Skills that are highly desirable:

- Prior EA experience
- A working knowledge of government business processes and systems
- Prior experience in office administration

Previous experience as an executive assistant and/or office administration experience will be well regarded.

**What you will do**:
As an Administrative Officer at the APS 4 Level in the Practice Management Unit (PMU), you will work as part of a team to provide high quality operational and administrative support to the Legal Branch.

In this role you will be responsible for:

- Assisting with executive coordination requests
- Undertaking general administrative tasks and any other work in support of the branch
- Working closely with stakeholders to coordinate and support the branch’s procurement activities
- Drafting documents including Request for Quote documentation, PGPA section 23(3) Delegate approvals and contracts/work orders
- Assisting with processing invoices, including payment processing and ensuring branch records are appropriately managed and filed in compliance with our record-keeping obligations
- Assisting with branch recruitment processes and new starter onboarding
- Assisting with branch-wide reporting functions; including data extraction and report creation for review by senior staff
- Actively developing and maintaining relationships across the Legal Branch and the department to ensure positive outcomes and promote a client-focussed culture
- Assisting the GC with:

- Daily organisational duties;
- Scheduling and organising meetings;
- Mailbox management;
- Managing the GC phoneline; and
- Any other duties as required by GC.

**Eligibility**:
**Notes**:
A merit pool may be established and used to fill future vacancies within 18 months from the date the vacancy was first advertised in the Gazette_. _

The department does currently offer flexible work opportunities for many roles. This vacancy is Canberra based, although flexible or remote work arrangements may be considered. Please reach out to the contact officer to discuss this further.

**How to apply**:
**Contact Information**:
**Advertised**: 02 Jun 2023 AUS Eastern Standard Time
**Applications close**: 18 Jun 2023 11:55 PM AUS Eastern Standard Time

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