Executive Assistant, Temporary Employment 2023

Who can apply:

Please note this opportunity is available to current Australian Public Service employees and all eligible members of the community.

Work in a dynamic and exciting organisation

Work within a collaborative team environment

Enhance your career goals and opportunities

A little bit about us:

The Department of Home Affairs and the Australian Border Force (ABF) is responsible for building a secure Australia that is prosperous, open and united. Join a connected team of professionals, where you can be your authentic self; grow your career while making time for all parts of your life. Click here to see what we offer.

Home Affairs brings together Australia’s national and transport security, criminal justice, emergency management, multicultural affairs, settlement services and immigration and border-related functions, working together to keep Australia safe.

Executive Assistant Temporary Employment Register: 

The Executive Assistant (EA) job role covers a range of duties and activities in support of all executive levels of the Department and the ABF.

The register enables us to access potential candidates with administrative or Executive Assistant experience at short notice for non-ongoing or temporary vacancies.

Non-ongoing or temporary employment opportunities may be offered on a full-time or part-time basis depending on business needs and requirements.

Non-ongoing opportunities will be offered for a specified term of up to 18 months.

Your registration will remain active until 30 June 2023. After this time you will need to submit a new expression of interest by re-applying.

About the role:

APS3:

Address routine, straightforward telephone enquiries and independently respond to internal and external queries

Monitor and track incoming documents to ensure correspondence is triaged and actioned accordingly

Provide basic quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice in accordance with departmental guidelines

Provide basic administrative support in a timely manner, including but not limited to printing and collating documents and other briefing material.

APS4:

Address routine to moderately complex telephone enquiries and independently respond to internal and external queries

Under general supervision and direction, prepare draft correspondence and other communication Diary management, including prioritising time and drawing attention to matters of importance

Liaise with stakeholders and assist with the resolution of straightforward matters.

APS5:

Manage and prioritise, including monitoring and tracking, incoming documents and correspondence to ensure appropriate taskings are triaged and actioned accordingly

Assist in the management of corporate functions including human resources, property and financial activities

Develop appropriate systems, procedures and controls to improve quality, efficiency and presentation of work within the Division

Under limited direction, manage and prepare meeting materials, correspondence, presentations and minutes, including the administration of critical, confidential and sensitive information.

APS6:

Undertake research and analysis, exercise sound professional judgement and use a common-sense approach when dealing with issues, problems, confidential and sensitive matters, ensuring diplomacy and discretion

Proactively assist, pre-empt, and react quickly and flexibly to any changes in the executive’s schedule, including rescheduling to achieve the required outcomes

Manage complex telephone enquiries and independently respond to internal and external queries requiring analysis

Manage and undertake corporate functions including human resources, property and financial activities.

About YOU:

We are looking for a candidates who are able to:

Work effectively and efficiently in a fast-paced environment

Apply their strong organisational skills to prioritise high-profile tasks

Utilise their strong interpersonal skills and stakeholder relationships to assist in the management of their workload

Proactively problem-solve and anticipate the needs of their executive.

What you’ll get in return:

Workplace initiatives that support you in balancing your work and home life commitments

Competitive base salary

Work with a collaborative team who cares

Professional and personal growth opportunities.

Applicant response:

As part of your application, you will be required to prepare a response document (minimum 11pt font in MSWord or PDF format), which you will upload in the next section.

Please ensure you read the instructions carefully, noting failure to address identified requirements may lead to your application being deemed ineligible.

Please prepare a one-page Applicant Response in relation to the advertised role, outlining:

Please outline your experience, and why you are interested in a temporary position with the Department.

How to apply:

Prior to preparing your response it is recommended you review the Work Level Standards relevant to the classification you are applying to. It may also be useful to refer to the Integrated Leadership System information relevant to the classification. You are required to submit your application in Home Affairs’ online recruitment system (ourPeople).

As part of your application you will need to provide:

Your CV

Your Applicant Response document

Details of referees

Include your full name and the Requisition Number –  126261  in the footer of any documents being uploaded.

Eligibility and Specific Conditions of Employment

To be eligible to work with the Department of Home Affairs you must:

Be an Australian Citizen

Fulfil the Department’s minimum requirements by satisfactorily answering all screening questions during the application process

Obtain and maintain the required AGSVA clearance

Obtain and maintain a current Employment Suitability Clearance

Satisfy a probation period

Undergo a health assessment (if applicable).

To be eligible to work in some roles, you may be required to be fully vaccinated against COVID-19 (including any COVID-19 booster dose to maintain an ‘up-to-date’ status). Candidates should be aware that in roles where vaccination against COVID-19 is required by public health orders/directions or other legislation, if a candidate is not fully vaccinated or is unwilling to be vaccinated within a reasonable period, they may not be offered that role.