APS4 - Practice Administrator - Legal, Legislation Liaison and Privacy Division

5 days ago


Melbourne, Victoria, Australia Department of Infrastructure, Transport, Regional Development, Communications, Sport and the Arts Full time $104,000 - $130,878 per year

The opportunity we have available

The Practice Management (PM) team provides high-level administrative support to the lawyers and other officers in the Legal, Legislation Liaison and Privacy Division (Division) so they can effectively deliver their priorities to the department and its Ministers. The Division consists of Legislation Liaison and Privacy officers and a Commercial Law and Public Law team.

Reporting to the Practice Manager and working in a team, you will be an enthusiastic colleague who takes initiative for administrative tasks in a dynamic environment. Your contributions will support and enable the Division to deliver on its objectives.

The successful candidate will have a strong motivation to contribute to team goals and aspirations, have well developed interpersonal skills and a proactive attitude with a desire to extend PM support to internal and external stakeholders.

A merit pool may be established for any future vacancies.

What will you do?

Operating under the direction of the Practice Manager, as an APS 4 Practice Administrator, you will collaborate closely with those in the PM team and the wider division, providing vital administrative support. Responsibilities include, but are not limited to:

  • Prepare invoices for coding and process workflow on the system to enable completion of payment
  • Create and process purchase order requests
  • Liaise with external panel firms on accruals and process the data within a spreadsheet to track financials on a monthly basis
  • Provide support and assist to arrange various key team events and meetings with internal and external stakeholders
  • Assist and arrange registrations for external training sessions for lawyers and other team members
  • Undertake property title and ASIC searches for lawyers
  • Coordinate input for external and internal reporting in relation to the Division
  • Assist with onboarding new starters and offboarding leaving staff members
  • Assist with the co-ordination of administrative recruitment activities to ensure items progress in a timely manner
  • Prepare meeting agendas and take meeting minutes
  • Use support document management systems, including the Parliamentary Document Management System (PDMS) and Records Workspace (SharePoint)
  • Perform other general administrative duties, such as printing, copying, assembling folders, filing, booking travel, meeting rooms and diary management to assist Executive Assistants in busy periods.

Who are we looking for?

The successful candidate for this position will be able to demonstrate their capability against the APS4 Work level standards and will be able to:

  • Assist with a variety of work within the PM team and manage competing demands with direction from the supervisor;
  • Manage work flow, especially during busy periods;
  • Demonstrate clear communication, organisational skills and confidence when communicating with internal and external stakeholders;
  • Collaborate as part of a team and contribute ideas for continual process improvements;
  • Conduct yourself in accordance with the APS values;
  • Exercise discretion and understand the sensitive nature of the work that is carried out by the Division; and
  • Contribute to identifying and mitigating risks that may impact the team's ability to deliver outcomes for the division.

Eligibility requirements

Employment with the Department of Infrastructure, Transport, Regional Development, Communications, Sport and the Arts is subject to conditions prescribed within the Public Service Act 1999 including:

  • Citizenship: candidates must be an Australian citizen at the time of submitting your application.
  • Health Assessment: The preferred candidate may be required to undergo a medical examination conducted by the department's preferred medical provider.
  • Security Clearance: The successful candidate must be able to obtain and/or maintain a security clearance at Baseline Clearance Level. You must be willing to disclose all relevant and required information. You must have lived in Australia, or have a checkable background, for at least the preceding five years for Baseline Vetting clearances. More information on the security clearance vetting process is available on the Australian Government Security Vetting Agency (AGSVA) website.
  • Police check: The successful candidate must satisfactory complete an Australian Federal Police criminal history check.
  • Integrity and Performance check: The successful candidate must satisfy the requirements in an Integrity and Performance check which is completed by your most recent employer.

How to apply

Applications for this opportunity close at 11:59pm AEST, Sunday 05 October 2025.

In applying for this position, you are not required to address individual selection criteria. Rather, you should provide in a PDF document a statement of no more than one (1) page outlining your background, capabilities and experiences, and how these align with the advertised role.

You should also provide a tailored CV in PDF, no more than three (3) pages. The capabilities and behaviours required to be successful for this role are identified in the 'Who are we looking for' section.

Your application should be received through the department's online recruitment system. Applications via Indeed will not be accepted.

If you experience any issues with the system please contact the recruitment team on or via email at to discuss an alternative way to submit your application.

Please advise the contact officer if you require reasonable adjustments throughout the recruitment process. The department is committed to the accessibility of our systems. If you identify as someone with disability and you require accessibility assistance or more information, please email

Work with us. Apply now



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