Aps Level 4 - Executive Assistant

applicants must be an Australian citizen at the time an offer of employment is made.

• An applicant's suitability for employment with the Department will also be assessed

through a variety of pre-employment check processes, such as :

• Satisfactory completion of an Australian Federal Police criminal history check.
• Completion of a medical declaration and pre-employment medical (where
• required).
• Providing evidence of qualifications.
• Key Responsibilities

The APS 4 Executive Assistant position reports to an Assistant Secretary of a Branch. You will

work under general direction and be responsible for the delivery of timely, efficient, and

effective high-level administration, executive support, and general reception. You will

manage front-of-office functions in a high-volume Department environment, including

managing diaries, workflow, appointments, and correspondence, organising events,

coordinating travel and collating documentation.

To be successful in this role you will possess strong written and oral communication skills

and the ability to build productive working relationships. You will be organised, adaptable to

change and possess the ability to prioritise, multi-task and display a high level of accuracy

and attention to detail.

You will work collaboratively with others and demonstrate an ability to achieve results in a

busy, fast paced environment.

• Key Capabilities

The Executive Assistant will provide a range of high-level administrative support services to

the Assistant Secretary and then the branch which includes, but is not limited to :

• Acting as the first point of contact including greeting visitors, receiving, and

customer service to all staff and external parties

• Diary management including prioritising the Assistant Secretary's time and drawing

attention to matters of priority

• Coordinating meetings with internal and external stakeholders and ensuring the

Assistant Secretary has all required information for meetings

• Establishing effective working relationships and 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

• Respond to any coordination requests by due dates ensuring appropriate clearances

have been adhered to

• Organising, scheduling, and coordinating all travel arrangements, accommodation

and supporting documentation for the Assistant Secretary

• Undertaking less complex research for the Assistant Secretary
• Assisting with coordinating branch / 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

• 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

• Minimum Requirements

RecruitAbility is a scheme which aims to attract and develop applicants with disability and

also facilitate cultural changes in selection panels and agency recruitment. All vacancies for

the Department of Health and Aged Care are advertised under the RecruitAbility Scheme.

Job applicants with disability who :

• opt into the scheme
• declare they have disability, and
• meet the minimum requirements of a vacancy advertised under the scheme

are advanced to a further stage in the selection process.

More information on RecruitAbility can be found here : RecruitAbility scheme : A guide for

applicants

Minimum requirements for this role include :

• Good written and communication skills
• First point of contact for greeting visitors
• liaising with internal staff and external agencies

the real potential to develop, the required skills, knowledge, experience and qualifications

to perform the role. These requirements are based on the informa