Executive Assistant – Temporary Employment 2021

The Department of Home Affairs is responsible for centrally coordinated strategy and policy leadership in relation to domestic and national security arrangements, law enforcement, emergency management, counter-terrorism, social cohesion, the protection of our sovereignty, the integrity of our border and the resilience of our national infrastructure. The Australian Border Force, an operationally independent body within the Department of Home Affairs, is Australia’s frontline border law enforcement agency and Australia’s customs service. The Australian Border Force delivers critical border protection and national security outcomes while facilitating the movement of people and goods across the border. The Australian Border Force’s mission is to protect Australia’s border and enable legitimate travel and trade. Our people are integral to achieving our mission to protect Australia’s border and manage the movement of people and goods across it. We offer challenging and diverse careers that touch upon many parts of Australian life – industry and commerce, trade and travel, our national security, the protection of our community and the security of our offshore maritime resources and environment. Our success depends largely on our ability to foster the innovation, efforts and diverse skills of our people. We strive to create a motivating and rewarding working environment in which we value performance, our people, integrity, service and service standards. We encourage applications from Indigenous Australians, people with disability and people from other diverse backgrounds. We are committed to providing a working environment that values diversity and inclusion and supports staff to reach their full potential. For more information www.homeaffairs.gov.au/about-us/careers/working-with-us/workplace-diversity The Department offers an attractive remuneration package, including salary, superannuation benefits and flexible working conditions appropriate to the level of the position. For further details, refer to the Workplace Determination at www.homeaffairs.gov.au/about-us/careers/working-with-us

Working with Us:
Our people are integral to achieving our mission to protect Australia’s border and manage the movement of people and goods across it.

We offer challenging and diverse careers that touch upon many parts of Australian life – industry and commerce, trade and travel, our national security, the protection of our community and the security of our offshore maritime resources and environment.

Our success depends largely on our ability to foster the innovation, efforts and diverse skills of our people. We strive to create a motivating and rewarding working environment in which we value performance, our people, integrity, service and service standards.

We encourage applications from Indigenous Australians, people with disability and people from other diverse backgrounds. We are committed to providing a working environment that values diversity and inclusion and supports staff to reach their full potential.

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 of Home Affairs (the Department) and the Australian Border Force (ABF).

The Executive Assistant Temporary Employment Register (for all state and territories except the ACT) is open to candidates to submit an expression of interest for employment within the Department of Home Affairs, specifically as an Executive Assistant at the APS 3 to APS 6 level, in locations outside of the ACT.

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

We are looking for people who are:

Committed to the highest levels of ethical behaviour, integrity and professionalism

Committed to the values and behaviours of the organisation

Committed to developing their skills and knowledge

Able to apply frameworks and principles through critical thinking

Committed to client service and responsive to requests.

Non-ongoing or temporary employment opportunities may be offered on a full-time, part-time or intermittent/irregular (casual) 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 2021. After this time you will need to submit a new expression of interest by reapplying. 

Specific Duties and Responsibilities

APS3

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

Undertake diary management, including prioritising time and drawing attention to matters of importance

Under general supervision and direction, use a level of tact, diplomacy or persuasion to re-negotiate timeframes with stakeholders, if it is clear that timeframes are not going to be met

Under general supervision and direction, organise task allocation.

APS4

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

Under general direction, coordinate correspondence, corporate documentation, submissions, speeches, talking points, research papers, hot issue briefs, and other communication

Provide support and guidance to lower level or new staff members to successfully carry out the role and

Review, check or certify the work of employees and monitor work practices.

APS5

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

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

Liaise with stakeholders and assist with the resolution of moderately complex to complex policy, project or operational issues, responding to their needs and expectations as required

Mentor and coach others, use experience to provide coaching and guidance that build the capability and capacity of mentee’s in accordance with their strengths and weaknesses.

APS6

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

Arrange and coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources as required

Anticipate and identify relevant internal stakeholders’ expectations and concerns and adapt communication style to present messages in a clear and concise manner

Develop objectives for short-term tasks and contribute to strategic planning for longer-term initiatives.

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

Undergo a health assessment (where applicable).

Mandatory (and where applicable, role specific) screening questions are used within the application to ensure all successful applicants meet these minimum requirements of the Department.