Aps Level 4

**Job Reference Number **23-FNHDIV-16265

**Classification **APS Level 4

**Job Title **Executive Assistant

**Division **First Nations Health Division

**Branch **Policy Partnerships and Performance Branch

**Section **Executive Section

**Location **Woden, ACT

**Status **Ongoing

**Employment type **Full-time

**Salary Range **$73,706 - $77,879

**Security Clearance **Baseline Security Clearance***

**Contact Officer Name**:Coral-lee Reid
**Phone**:02 6289 8733

**Eligibility**
- To be eligible for employment with the Department of Health and Aged Care

applicants must be an Australian citizen at the time an offer of employment is made
- An applicant’s suitability for employment with Health will also be assessed through a

variety of pre-employment check processes, such as:

- Satisfactory completion of an Australian Federal Police criminal history check,

and where relevant a Working with Children and Vulnerable People Check.
- Completion of a medical declaration and pre-employment medical (where

required).
- Providing evidence of qualifications.

**Division Responsibilities**

The First Nations Health Division is the policy and program lead for the Department of

Health and Aged Care on improving health outcomes for Aboriginal and Torres Strait

Islander people. We work closely with the primary and preventative care, mental health,

aged care and workforce policy, health economics and research areas of the Department,

States and Territories to ensure health services meet the needs of Aboriginal and Torres

Strait Islander people. The Division also works with the Aboriginal Community Controlled

Health sector to ensure they are supported to deliver health services to communities. We

have a focus on improving chronic disease, hearing and vision, child and family health, and

leading on data accountability, transparency and shared decision-making with Aboriginal

and Torres Strait Islander leaders and stakeholders. We work closely with the Australian

Bureau of Statistics, the Australian Institute of Health and Welfare, and the Lowitja Institute

and also proactively engage with knowledge translation to achieve health outcomes.

**Key Responsibilities**

The EA to the Assistant Secretary will be accountable to set work priorities, allocate work

and manage workflows. The EA will be required to engage and communicate with

stakeholders to identify, respond and provide advice on issues to achieve deliverable

outcomes. Position duties include but are not limited to the following:
Providing a broad range of support functions to the Assistant Secretary and the branch,

including:

- Preparing agendas, and taking minutes for the branch and other appropriate

meetings***
- Providing assistance on specific projects undertaken in the Branch***
- Managing office supplies and assets
- Administration and oversight of Branch coordination tasking’s***
- Managing branch files in the records management system (TRIM).
- Liaising with internal and external stakeholders
- Being the first contact for the Assistant Secretary and the Branch
- Understanding parliamentary processes and assisting with any administration tasks

relating to senate estimates and ministerial correspondences
- Take the initiative to progress work to meet business objectives
- Overseeing and coordinating with Divisional Executive Assistant to ensure Divisional

accommodation footprint is utilised to its full capacity
- Maintaining the Assistant Secretary’s diary, organising meetings and supporting the

Assistant Secretary preparations for meetings and events
- Monitoring internal and external correspondence for the Assistant Secretary
- Assisting with the organisation of branch meetings, branch staff communications and

branch input into divisional or departmental documents/responses
- Arranging travel for the Assistant Secretary and Branch executive staff and

maintaining of all expenses within SAP Concur
- Paying accounts, reconciling the corporate credit card and assisting with

procurement

**Key Capabilities**
- High level of personal drive, integrity and reliability
- Strong organisation and time management skills
- Ability to manage conflicting priorities with limited direction
- Experience working across and gathering information from multiple IT platforms
- Works efficiently and effectively in a fast-paced, high-workload environment
- Demonstrated ability to prepare quality written correspondence
- Excellent communication skills and interpersonal skills with the ability to establish

and maintain relationships at all levels
- Ability to work effectively as part of a large branch with geographically dispersed

teams
- Demonstrated proficiency in using Outlook and other Microsoft programs, such as

Word and Excel
- Understanding of procurement and accounts payable functions (or the ability to

quickly learn these skills)
- High level of personal discretion

**Minimum Requirements**

RecruitAbility is a scheme which aims to attract and