Executive Assistant

4 weeks ago

Canberra, Australia Department of Finance Full time

Business Enabling Services Group / Ministerial & Parliamentary Services Division / Workplace Culture & Reform Branch
- APS 4 ($71,856 - $82,012) | Ongoing | Full-time & Part-time
- Canberra, ACT

**ABOUT THE DIVISION AND BRANCH**

The Ministerial and Parliamentary Services Division (MaPS) in the Department of Finance provides Ministers, Senators, Members and Office-holders and former Parliamentarians and their respective employees employed under the _Members of Parliament (Staff) Act 1984_ with a range of facilities and services to assist them in undertaking their duties.

The Workplace Culture & Reform Branch is responsible for providing policy advice on reforms to Commonwealth parliamentary workplaces and administering the Professional Development Program for _Members of Parliament (Staff) Act 1984 (MOP(S) Act)_ employees. The Branch contributes to the implementation of_ Set the Standard: Report on the Independent Review into Commonwealth Parliamentary Workplaces (Set the Standard Report)_ and the MOP(S) Act review, with a focus on legislation, policy, process and support arrangements.

**ABOUT THE** OPPORTUNITY**

In this role, you will be primarily supporting the Assistant Secretary to the HR Frameworks Branch and the Assistant Secretary to the Workplace Culture and Reform Branch within MaPS. You will work closely with the broader Executive Support team, including the Executive Officer and the Executive Assistant to the First Assistant Secretary, to ensure the Division is managed effectively and in a coordinated manner.

As an Executive Assistant, you will act as the first point of contact for your relevant Assistant Secretary and their Branch, and your duties will include:

- acting as the first point of contact for internal and external enquiries, ensuring effective delivery of information and services
- monitoring and managing your Assistant Secretary’s inboxes and calendars
- tracking and coordinating incoming and outgoing tasks at the Branch level, consolidating weekly reports, drafting meeting agendas and recording meeting minutes
- triaging telephone calls and referring matters to relevant business areas
- arranging travel bookings and approvals for Assistant Secretaries as required
- conducting quality assurance checks to documents that require Assistant Secretary clearance
- financial management activities (e.g. credit card reconciliation and stationery orders)
- records management
- act as a surge member of the Division and learn systems and processes to assist teams during peak periods
- assist with any Divisional tasks as required (e.g. urgent administrative tasks to support Divisional priorities)
- drive governance initiatives at the Branch level
- ad-hoc administrative tasks.

**DETAILED VACANCY INFORMATION**

For detailed information about this role, including the job specific capabilities, please refer to the downloadable vacancy pack, which can be accessed by clicking the hyperlink at the bottom of this page.

**ELIGIBILITY ADVICE & CANDIDATE NOTES**
- Under section 22(8) of the _Public Service Act 1999_, employees must be Australian citizens to be employed in the Australian Public Service (APS) unless the Agency Head has agreed otherwise, in writing.
- Successful applicants will be required to undergo the process to obtain and maintain, or continue to hold the required security clearance level for the role as indicated in the downloadable job pack. All Finance staff are required to have a minimum baseline security clearance prior to commencement.

**CONTACT INFORMATION**
- For specific questions relating to this job vacancy, please refer to the details on the contact officer located in the downloadable job pack.

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