Aps 4 Executive Assistant

7 months ago

Greater Adelaide SA, Australia Department of Veterans' Affairs Full time

Salary Range: $79,764 - $85,074 + Attractive Superannuation

Open Arms is the gateway for veterans and their families to access services, including counselling, to improve their mental health and wellbeing. It promotes and provides mental health and wellbeing services toward improved outcomes and quality of life for veterans and their families. This is achieved through providing client centred, trauma informed, recovery oriented, needs driven and compassionate care, informed by the voice of the community.

The Executive Unit provides administrative support to Open Arms Senior Executive Service staff and the broader division.

The successful applicant will work under general direction and be responsible for the delivery of timely, high quality administration and executive support. You will manage front-of-office functions in a high volume environment, including managing the diary, appointments, organising meetings, workflow and correspondence, collating documentation and coordinating travel.

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

**Duties**
- Manage the SES diary including prioritising their time and drawing attention to matters of priority.
- Coordinate meetings with internal and external stakeholders and ensure the SES officer has all required information for meetings.
- Establish effective working relationships and high standard of customer service.
- Engage with branch staff and foster a strong team focus.
- Liaise with internal staff and external agencies on matters relating to the work area.
- Prepare and/or quality assure general correspondence and less complex documentation in accordance with departmental guidelines.
- 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 the accuracy, timeliness and presentation of workflow within the branch.
- Organise, schedule and coordinate all travel arrangements, accommodation and supporting documentation for the SES officer, and reconcile accounts.
- Provide assistance to secretariat functions.
- Undertake less complex research for the SES officer.
- Provide assistance to small projects as needed.
- Undertake coordination functions for the Branch.
- Assist with coordinating branch administrative tasks (e.g. phone lists, leave registers, property and accommodation, and regular or ad hoc requests for information).
- Undertake filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy.
- Adhere to the APS Values and Code of Conduct.
- Demonstrating capability in line with the APS Integrated Leadership System (ILS) and Work Level Standards at the APS 4 level.

**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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