Classification

APS Level 4 ($74,575 - $79,755)

APS Level 5 ($82,339 - $88,028)

Employment Type

Ongoing & Non-ongoing (for a period up to 18 months)

This role is being advertised as both ongoing and non-ongoing, with the employment type to be determined in negotiation with the preferred candidate and the PM&C delegate.

Where a non-ongoing specified term is offered, this would be for an initial period of up to 12 months, with possibility of extension up to a maximum period of two years.

A non-ongoing offer may result in conversion to an ongoing offer of employment, however this must occur within 18 months from the opening date of this advertisement.

Flexible Work

Flexible working arrangements will be considered

The Opportunity

Are you ready to take your administrative or Executive Assistant career to new heights? Imagine yourself thriving in a dynamic, fast-paced environment where you'll be an integral part of an exceptional Department that provides advice to the Prime Minister, other Portfolio Ministers and Cabinet.

We are searching for motivated self-starters to join us as Executive Assistants (EA) at the APS4 and APS5 classifications. As an EA, you will play a pivotal role in providing high-level executive and administrative support to our Senior Executive Service (SES) leaders. As part of our EA network, you will collaborate closely with the Secretary's office, senior EAs, and other support areas across the Department.

What makes PM&C EA roles unique? You will:

• have access to visionary and experienced leaders at the lead APS agency, putting you at the centre of Australian Government,
• support one or more SES leaders, building knowledge of your branch or division’s work and providing tailored administrative support, and
• work for a fantastic Department offering generous employment conditions with a flexible and contemporary approach to work.

APS4 Executive Assistant

As an APS4 EA you will provide high level administrative support to one or more Assistant Secretaries (SES Band 1) who lead Branch’s within PM&C.

This support generally includes, but is not limited to:

• first point of contact for internal and external enquiries to the Assistant Secretary and coordination point for the branch, diary management and travel arrangements, including credit card and financial reconciliations,
• coordinating and managing correspondence, briefings and approvals,
• co-ordinating meetings and events, including agendas and papers, venue booking and logistics,
• operating and maintaining internal desktop applications for the work area and preparing associated reports, and
• providing a range of coordination and support activities, which may include supporting one or more teams with diverse work to build your skill base, based on the needs of the Branch.

APS5 Executive Assistant

As an APS5 EA you will provide complex administrative support to a First Assistant Secretary (SES Band 2) who leads a Division and potentially one or more Assistant Secretaries (SES Band 1).

The duties of an APS5 EA generally include the duties for the APS4 in the above description, as well as:

• quality control of correspondence, including reports, financial management and less complex research,
• initiating advice and responding to requests for research, information or briefings,
• contributing to the development of work plans, including establishing priorities and monitoring progress,
• providing guidance and support on a range of strategic coordination and support activities, based on the needs of the division, and
• coordination and oversight of executive support services across the Division including supporting and guiding other EAs within the Division.

A merit pool will be established and used to fill the same of similar vacancies for 18 months from the date of advertising.

Our Ideal Candidate

Our ideal candidates will be administrative and/or Executive Assistant professionals who have experience working in partnership with leaders and liaising with a diverse range of people.

To thrive in an Executive Assistant role, we are looking for candidates who have:

• Strong initiative and organisational skills, the ability to multi-task and work under pressure to meet deadlines;
• A high level of professionalism, judgement, discretion and interpersonal skills;
• Good written and verbal communication skills, including the ability to liaise and engage with a broad and diverse range of audiences;
• Ability to anticipate stakeholder needs both internally and externally;
• Strong computer literacy skills (Word & Outlook) and the ability to learn other online applications (such as Sharepoint, Excel, PowerPoint and in-house databases);
• Demonstrated resilience and capacity to succeed in a fast-paced environment with limited supervision.

To work at the APS4 level, you may have developed these skills in positions such a receptionist, office manager or customer service representative. You don’t need to have been an Executive Assistant in the APS before, we can support you to undertaken relevant training if you have the right skills.

To work at the APS5 level, you will have demonstrated experience as an EA (or similar) in either the public or private sector in positions such as personal assistant, accounts administrator, travel agent or legal secretary.

Affirmative Measure Position

The filling of this vacancy is intended to constitute an affirmative measure under section 8(1) of the Racial Discrimination Act 1975. This vacancy is only available to Aboriginal and/or Torres Strait people.

Eligibility

To be eligible for this position you must be an Australian Citizen.

The successful candidate will be required to be assessed through our pre-employment screening checks, such as an Australian Criminal History Check.

Security Clearance Required

Baseline Vetting (Protected)

Contact Officer

Glen Dorahy on (02) 6271 6235 or glen.dorahy@pmc.gov.au