Aps Level 5

2 weeks ago

Woden, Australia National Health Funding Body Full time

**Job Reference Number **23-DTDDIV-17415

**Classification **APS Level 5

**Job Title **Executive Assistant

**Division **Digital Transformation and Delivery Division

**Branch **Executive Branch

**Section **Executive Section

**Applications open date **Thursday, 18 May 2023

**Applications closing date **Thursday, 8 June 2023

**Location **Woden, ACT, Brisbane, QLD, Adelaide, SA

**Status **Ongoing

**Employment type **Full-time

**Salary Range **$81,372 - $88,000

**Security Clearance **Baseline (Protected, Highly Protected, Restricted, Confidential)***

**Contact Officer Name**:April Bullock
**Phone**:02 6289 5366

**Eligibility**
- To be eligible for employment with the Department of Health and Aged Care

applicants must be an Australian citizen at the time an offer of employment is made
- An applicant’s suitability for employment with Health will also be assessed through a

variety of pre-employment check processes, such as:

- Satisfactory completion of a criminal history check, and where relevant a

Working with Children and Vulnerable People Check.
- Completion of a medical declaration and pre-employment medical (where

required).
- Providing evidence of qualifications.

**Division Responsibilities**

The Digital Transformation and Delivery Division (DTDD) is responsible for the delivery of ICT

projects to support the Aged Care Transformation Program (ACTP). As part of this

transformation, the division leads engagement with the Aged Care sector to create a better

connected aged care ecosystem that is consolidated, sustainable, automated and modern.

DTDD focuses on the internal transformation of capabilities in the areas of strategy and

architecture, project delivery disciplines and processes and our own workforce.

The division has 5 branches:

- Digital Design & Release
- Aged Care Funding Reform and Systems
- Aged Care Transformation and Quality
- Aged Care Services and Sustainability
- Digital Business & Sector Engagement

**Key Responsibilities**

An Executive Assistant (EA) to a FAS is critical to the success of the division and provides a

range of high level administrative and executive support services to not just the FAS but also

the division and includes but is not limited to:

- Being the first point of contact for the FAS, including receiving and responding to

service to all staff and external parties.
- Bring priority matters to attention of the FAS for action as appropriate.
- Working with the Executive Officer (EO) and other divisional EAs to provide

coordinated and highly professional support to the SES and the division.
- Manage the FASs diary and calendar including coordinating meetings with internal

and external stakeholders and ensuring the FAS has all required information for

meetings.
- Establish strong working relationships and delivering a high standard of customer

service
- Assist, mentor and effectively engage with other EAs within the division to foster a

strong team focus.
- Liaise with internal staff and external agencies on matters relating to the work of the

division.
- Assist with preparation of more complex documentation (e.g. submissions, briefs,

reports and other correspondence) in accordance with departmental guidelines and

APS requirements.
- Initiate and order supplies and equipment, process accounts for payment and

coordinate, collect and analyse information for monitoring purposes.
- Develop appropriate systems, procedures and controls to enhance accuracy,

timeliness and presentation of workflow within the division and group.
- Provide advice, organising, scheduling and coordinating all travel arrangements,

accommodation and supporting documentation for the FAS.
- Undertake research and analysis for the FAS.
- Undertake filing and records management functions ensuring records are accurate,

complete and managed in accordance with departmental policy.
- Assess and prioritise correspondence, delegating as appropriate within the division

to ensure timely and effective business operations.
- Coordinate divisional administrative tasks (e.g. phone lists, leave register, senate

estimates responses, property and accommodation) as required.
- Draft and respond to less complex correspondence on behalf of the FAS.
- Identify opportunities for effective use of resources and improvements to

administrative processes and practices across the division.***

**Key Capabilities**

To be successful in the role in addition to contributing to the objectives of the division, an

Executive Assistant is expected to have the following capabilities:

- A proven ability to provide high level executive support.
- A proven ability to manage multiple responsibilities effectively and prioritise matters

appropriately.
- Well-developed oral and written communication skills and the ability to develop

excellent working relationships with a network of key stakeholders internally and

externally, and the ability to appropriately deal with sensitive and confidential

infor

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