The Opportunity

Are you looking for the next step in your administrative or Executive Assistant career?

Do you want to work in a fast paced environment with an exceptional agency that provides advice to the Prime Minister, other Portfolio Ministers and Cabinet? 
If you answered yes to both these questions, and if you possess good time management and organisational skills as well as demonstrated initiative, drive and ability to upwards manage, then this may be the role for you.

We are seeking self-motivated candidates to work as Executive Assistants (EA) at the APS4 and APS5 classifications to provide high-level executive and administrative support to our PM&C Executives. 

The APS4 and APS5 EAs will also be part of an EA network which works with the Secretary’s office, senior EAs and other support areas to coordinate information across the Department.

The duties of the APS4 Executive Assistant roles generally include, but are not limited to, the following:

• Provide high level administrative support to one or more Senior Executive leaders (SES Band 1 Assistant Secretary), including:
  • act as the first point of contact for internal and external enquiries, ensuring the effective delivery of information and services
  • diary management and travel arrangements, including credit card and financial reconciliations
  • coordinate and manage correspondence and other electronic and paper-based documents
  • arrange and co-ordinate meetings and events, including collating material, venue booking and other
  • meeting arrangements as required
  • operate and maintain computer-based applications for the work area and prepare associated reports
• Provide a range of coordination and support activities, based on the needs of the Division/Branch.

The duties of the APS5 Executive Assistant roles include, but are not limited to, the following: 

• Support a Senior executive leader (First Assistant Secretary - SES Band 2) and potentially one or more Assistant Secretaries (SES Band 1) and coordinate the administrative functions and operations of the work area.
• Provide high level administrative support to one or more senior officers, including:
  • diary management- coordination, management and quality control of correspondence, including reports, financial management and less complex research
  • initiate advice and respond to requests for information on administrative or operational matters
  • contribute to the development of work plans, including establishing priorities and monitoring progress.
• Provide guidance and support on a range of strategic coordination and support activities, based on the needs of the division
• Coordinate and provide oversight of executive support services across the Division and support and guide divisional EAs.

A merit pool will be established and used to fill the same of similar PM&C vacancies for 18 months from the date of advertising. This merit pool will not be shared with other agencies.
 
Our Ideal Candidate

Our ideal candidates will be administrative and/or Executive Assistant professionals who are self-starters, have good judgement, are organised, and results oriented and understand/can learn the work of PM&C.

Having experience in working in partnership with senior executives, and liaising and working with a diverse range of people, is highly valued. You will have great attention to detail with the ability to adapt to competing priorities and to stay focused in a fast-paced working environment.

To work at the APS4 level, you will be able to demonstrate a range of skills including communication and interpersonal skills, strong organisational management and attention to detail. These skills may have been developed in positions such as 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.

To be considered for these roles, here are the skills we’re looking for: 

• Strong organisational skills and the ability to multi-task and work under pressure to meet deadlines
• A high level of professionalism, judgement, discretion and interpersonal skills
• Highly organised and focused on finding solutions
• Good written and verbal communication skills, including the ability to liaise and engage with a broad range of audiences
• An ability to anticipate stakeholder needs, both internally and externally, and the ability to use initiative
• Strong computing skills (Word & Outlook) and the ability to learn other applications (such as Excel, PowerPoint and in-house databases)
• Demonstrated resilience and a proven capacity to succeed in a fast-paced environment with limited supervision
• A commitment to PM&C’s diversity and inclusion agenda, including communicating with respect to a wide range of people
• Appropriate workplace behaviour, consistent with the APS Code of Conduct and Values.

Flexible work

Flexible work is a broad term used to describe a variety of different arrangements about how, when and where work is performed. PM&C supports mutually beneficial flexible work arrangements which suit operational requirements. PM&C uses space, technology and a mix of digital tools to equip you to work flexibly, where you can. Whilst consideration is given to all flexible work requests, it is anticipated that the majority of roles will require you to maintain an office presence.
 
Eligibility

• To be eligible for this position you must be an Australian Citizen.
• The occupant must be able to obtain and maintain a Baseline Vetting (Protected) level security clearance, or hold a current security clearance of an appropriate level. 
• The successful candidate will be required to be assessed through our pre-employment screening checks, such as an Australian Criminal History Check

The filling of this vacancy is intended to constitute an affirmative measure under Section 27 of the Australian Public Service Commissioner's Directions 2016. This vacancy is open only to people with disability.

How to apply

If this sounds like the opportunity you are looking for, we want to hear from you! Submit an online application through the PM&C Careers Page by Sunday 12 February 2023 at 11:30pm AEDT. 

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