Aps5 Executive Assistant

4 weeks ago

Canberra, Australia Department of Veterans' Affairs Full time

Salary range: $88,923- $92,670 + plus attractive Superannuation

APS5 Executive Assistants report to a First Assistant Secretary (SESB2 FAS) or an Executive Officer (EL1 EO).

The successful applicant will work under general direction and be responsible for the delivery of timely, efficient and effective high level administration and executive support.

You will manage front-of-office functions in a high volume environment, including managing diaries, appointments, organising meetings, workflow, and correspondence, collating documentation, secretariat functions to the Division boards and committees, simple accounts reconciliation and arranging all travel bookings for the FAS.

To be successful in this role a high level of integrity is required, with strong written and oral communication with organisational skills to manage competing priorities for the successful delivery of divisional objectives.

You will exercise sound judgement, a high degree of initiative and discretion in dealing with confidential and sensitive business matters.

You will be organised, adaptable to change in an ever fluctuating environment and possess the ability to prioritise and multi-task, displaying a high level of accuracy and attention to detail.

You will work collaboratively with others, possessing strong stakeholder management skills and the ability to build productive working relationships to achieve results in a busy, fast paced environment.

APS5 Executive Assistant positions are full-time office based positions.

**Duties**
- Bringing priority matters to the attention of the FAS for action as appropriate
- Managing the diary and calendar of the FAS
- Coordinating meetings with internal and external stakeholders and ensuring the FAS has all required information for meetings
- Establishing effective working relationships and delivering a high standard of customer service
- Assisting, mentoring and effectively engaging with the Executive Assistants within the Division to foster a strong team focus
- Liaising with internal staff and external agencies on matters relating to the work area
- Assisting with the preparation and/or quality assuring general correspondence and more complex documentation (e.g. submissions, briefs) in accordance with Departmental guidelines
- Initiating and ordering supplies and equipment
- Reconciling and processing accounts for payment on behalf of the Executive
- Developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the Division
- Scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the FAS
- Providing secretariat services, including scheduling of meetings, drafting agenda, coordination of papers and updates to action registers, attendance at meetings and minuting meetings and outcomes
- Assisting with coordinating divisional administrative tasks (e.g. phone lists, leave register, senate estimates responses, property and accommodation)
- Undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with Departmental policy
- Undertaking research and analysis for the FAS
- Drafting and responding to less complex correspondence on behalf of the FAS
- Reconciling, coding and submitting monthly purchase card on behalf of the FAS
- Demonstrating capability in line with the APS Integrated Leadership System (ILS) and Work Level Standards at the APS 5 level
- Adhering to the APS Values and Code of Conduct
- Previous experience working in a Public Service environment will be highly regarded

**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 to 18 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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