Aus (Canberra) - Executive Assistant to The Defence

2 weeks ago

Canberra, Australia Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities)

**Main purpose of job**:
To provide efficient and effective administrative support to the Defence Adviser (DA), the Deputy Defence Adviser (ADA) in the DA’s absence, the Office Manager, British High Commission and the wider Defence team as required.

**Roles and responsibilities / what will the jobholder be expected to achieve**:

- Manage DA diary, including appointments and meetings, coordinating across Defence and the British High Commission.
- Organise DA visits programmes including all interstate and overseas travel.
- Book DA’s flights, hotels and car hire for interstate and overseas travel.
- Organise visits programmes for Military/Ministerial/MOD civilian visitors to Australia as directed by the DA.
- Maintain DA’s work-related social programme, including liaison with senior defence and ministerial personnel and outer offices.
- Organising Defence events including arranging for caterers, preparing and sending of invitations and the tracking of RSVPs. Assisting with the delivery of events as and when required.
- Prepare expense claims forms for the DA including writing draft justifications, if appropriate.
- Draft the DA’s post visit expense claim forms in consultation with the DA.
- Undertake research and routine staff work as requested, including assistance with preparation of letters/papers/briefs as required.
- Create and maintain a strong, professional network both internally in the BHC and externally, in particular with DOD.
- Maintain the Defence Section Hospitality Register.
- Maintain the Stakeholders database and VIP/key stakeholders contact lists.
- Provide Guidance to DA Driver about office administration and oversee the stationery account; ensure the Driver is briefed daily on the DA’s movements.
- Be prepared to assist in crisis management.

**Resources managed (staff and expenditure)**:
Stationery Account

Essential qualifications, skills and experience
- IT Skills: Sound working kowledge of Microsoft Office, particularly Excel, Word and Microsoft Outlook. Knowledge of SharePoint is useful but not essential.
- Driving License: Holds a current driving license
- Required behaviours- Changing and Improving, Making Effective Decisions, Delivering at Pace, Working Together Application deadline Application deadline - day Application deadline - month Application deadline - year
- 19 January 2023

Grade
- Executive Officer (EO)

Type of Position
- Full-time, Permanent

Working hours per week
- 38

Region
- Asia Pacific

Country/Territory
- Australia

Location (City)
- Canberra

Type of Post
- British High Commission

Number of vacancies
- 1

Salary Currency
- AUD

Salary
- AUD 80,507

Start Date Start Date - day Start Date - month Start Date - year
- 27 February 2023

Other benefits and conditions of employment

Salary is at AU$ 80,507 per annum (paid out monthly), plus 11% superannuation.

**Open to Australian citizens, permanent residents, and partners/ dependents of UK-based diplomatic staff currently posted in Australia.**

A security check (and clearance) may be required prior to employment.

**Learning and development opportunities (and any specific training courses to be completed)**:
The Australia network offers a wide range of learning and development opportunities, including job-specific training as necessary and broader learning linked to the FCO Diplomatic Academy.

There are opportunities to job-shadow other staff, and the successful applicant will be encouraged to take part in broader British Consulate General activities.

The British Consulate General is committed to providing all staff with learning and development (L&D) opportunities and we will work with you to develop your own L&D plan.

**Working Patterns**:
Full time employment (38 hrs).

The British High Commission supports flexible and remote working for all its employees. A flexible working culture is encouraged by senior leadership however please note, remote working may not be suitable for all roles or business areas. Any flexible and / or remote working arrangement should be agreed with the employee’s line manager.

Additional information

Applications must include **a current CV. Kindly omit any personal information such as name, birthdate, address and contact #.**

**Applications will only be considered from Australian Citizens or Permanent Residents.

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