Aps 6 Executive Assistant to The Deputy Secretary

7 months ago

Sydney, Australia Department of Veterans' Affairs Full time

Salary Range: $93,976 - $106,713 + Attractive Superannuation

The Executive Assistant (EA) manages a variety of front-of-office functions in a very busy Office of the Deputy Secretary. These functions include managing the diary, appointments, organising meetings, workflow, and correspondence, collating documentation, supporting the Deputy Secretary's participation in a variety of governance committees and coordinating travel. The occupant will use their initiative to anticipate the needs of the Deputy Secretary and as the most senior EA in the Group, work with other EA's to help mentor and coach them in their roles to build capability generally.

The occupant will work closely with the Executive Officer to the Deputy Secretary and other senior executive offices, including the Office of the Secretary, other Deputy Secretaries, the Deputy President and Commissioners' offices to provide support and respond to requests for information relating to the work of the respective Group.

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

**Duties**
- diary management including prioritising the Chief Operating Officer or Deputy Secretary’s time and drawing attention to matters of priority
- coordinating meetings with internal and external stakeholders and ensuring the Chief Operating Officer or Deputy Secretary has all the necessary information for meetings
- establishing effective working relationships and high standard of customer service
- engaging with 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 Chief Operating Officer or Deputy Secretary
- coordinate division/branch/group administrative tasks (e.g. phone lists, distribution lists, leave register, senate estimates responses, property and accommodation)
- undertake filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy
- actively participate in the Executive Assistant Network
- adhering to the APS Values and Code of Conduct.

**Eligibility**
- Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS).
- All applicants external to DVA offered employment will be required to successfully undergo a pre-engagement screening check, even if they have a security clearance. The screening check is conducted in accordance with the Australian Government Protective Security Policy Framework requirements.

**Notes**

Where a non-ongoing position is offered, the role will be filled for an initial specified term of up to18 months.

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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