Aps 4 Executive Assistant

4 days ago

Hobart, Australia Department of Veterans' Affairs Full time

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

The successful applicant will work under general direction of the Executive Officer, Deputy Commissioner Tasmania and be responsible for the delivery of timely, efficient and effective high level administration and executive support to the Chief Psychiatrist and Assistant Secretary, Portfolio Management Branch.

You will manage front-of-office functions within a fast paced, high functioning small team environment, including managing diaries, 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 and sustain productive working relationships.

**Duties**
- diary management including prioritising the SES Officer's time and drawing attention to matters of priority
- coordinating meetings with internal and external stakeholders and ensuring the SES Officer has all required information for meetings
- establishing effective working relationships and providing a high standard of customer service
- engaging with branch staff and fostering a strong team focus
- liaising with internal staff and external agencies on matters relating to the work area
- preparing and/or quality assuring general correspondence and less complex documentation in accordance with departmental guidelines
- initiating and ordering supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes
- developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch
- organising, scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the SES Officers
- assisting with coordinating branch 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
- adhering 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
- Other duties as required.

**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 23 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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