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Administrative Support Specialist

2 months ago

Canberra, ACT, Australia Commonwealth Treasury Full time

Overview

Executive Assistant Opportunities

Position Summary

This register has been created to address Executive Assistant roles within the Treasury. It will facilitate the filling of the following positions:

  1. Current ongoing APS personnel - Opportunities for ongoing and temporary transfers may be available, in accordance with section 26 of the Public Service Act 1999.
  2. Individuals outside the APS or those without an ongoing position within the APS - Non-ongoing roles may be offered with an initial term of up to 12 months, with a possible extension of up to 6 months (cumulatively not exceeding 18 months).

Eligibility Criteria

  1. Must be a current APS employee (ongoing or non-ongoing) at the time of application.
  2. Must be an Australian Citizen by the closing date of the register.
  3. Must possess a minimum Baseline security clearance (current or previously held).

Flexible working arrangements, including remote and part-time options, will be evaluated on a case-by-case basis, depending on the operational needs of the role and individual preferences.

About The Positions

We are in search of high-caliber candidates to join our Executive Assistant (EA) team at the APS4 and APS5 levels. Various vacancies are available within the Department at both APS 4 and APS 5 classifications.

As a member of the Treasury, you will engage in a diverse and inclusive work culture. Opportunities for professional and personal development will be available, supported by various employee networks, along with attractive employment conditions including a competitive salary package.

Prior experience as an Executive Assistant is not mandatory. If you possess the following attributes, we encourage you to express your interest:

Ideally, you will be a proactive self-starter with initiative, exceptional organizational skills, and a keen eye for detail. Strong interpersonal skills, a positive attitude, and the ability to manage workloads with competing priorities will be essential.

Key Responsibilities

  1. Oversee, coordinate, and prioritize office workflow to ensure deadlines and priorities are met, including diary management, handling inquiries, and managing routine correspondence.
  2. Organize meetings and forward planning (including managing competing priorities) and prepare meeting documentation.
  3. Arrange venues for meetings and coordinate travel and accommodation logistics, including catering as necessary.
  4. Provide secretariat support, including preparing agendas and meeting minutes, and maintain information resources to support the division's objectives.
  5. Uphold confidentiality and demonstrate ethical behavior consistent with the APS Code of Conduct and APS Values.
  6. Manage financial processes, support project and research activities, and undertake additional administrative and coordination tasks as needed.
  7. Maintain records and utilize systems such as Microsoft Office, PDMS, Tech1, and other tools, while sharing knowledge across the Executive Assistant network.

At the APS4 level, you will manage the office and diaries of at least one SES Band 1.

At the APS5 level, you will oversee the office and diary of an SES Band 2 (or equivalent), mentor and support new and junior staff, and assist Senior Executive Assistants as required.

If this opportunity aligns with your career aspirations, we invite you to register your interest.