Executive Assistant

Business Enabling Services Group / Ministerial & Parliamentary Services Division / Workplace Culture & Reform Branch

APS 4 ($71,856 – $82,012) | Ongoing | Full-time & Part-time

Canberra, ACT

ABOUT THE DIVISION AND BRANCH 

The Ministerial and Parliamentary Services Division (MaPS) in the Department of Finance provides Ministers, Senators, Members and Office-holders and former Parliamentarians and their respective employees employed under the Members of Parliament (Staff) Act 1984 with a range of facilities and services to assist them in undertaking their duties. 

The Workplace Culture & Reform Branch is responsible for providing policy advice on reforms to Commonwealth parliamentary workplaces and administering the Professional Development Program for Members of Parliament (Staff) Act 1984 (MOP(S) Act) employees. The Branch contributes to the implementation of Set the Standard: Report on the Independent Review into Commonwealth Parliamentary Workplaces (Set the Standard Report) and the MOP(S) Act review, with a focus on legislation, policy, process and support arrangements.

ABOUT THE OPPORTUNITY In this role, you will be primarily supporting the Assistant Secretary to the HR Frameworks Branch and the Assistant Secretary to the Workplace Culture and Reform Branch within MaPS. You will work closely with the broader Executive Support team, including the Executive Officer and the Executive Assistant to the First Assistant Secretary, to ensure the Division is managed effectively and in a coordinated manner.

As an Executive Assistant, you will act as the first point of contact for your relevant Assistant Secretary and their Branch, and your duties will include:

acting as the first point of contact for internal and external enquiries, ensuring effective delivery of information and services

monitoring and managing your Assistant Secretary’s inboxes and calendars

tracking and coordinating incoming and outgoing tasks at the Branch level, consolidating weekly reports, drafting meeting agendas and recording meeting minutes

triaging telephone calls and referring matters to relevant business areas

arranging travel bookings and approvals for Assistant Secretaries as required

conducting quality assurance checks to documents that require Assistant Secretary clearance

financial management activities (e.g. credit card reconciliation and stationery orders)

records management

act as a surge member of the Division and learn systems and processes to assist teams during peak periods

assist with any Divisional tasks as required (e.g. urgent administrative tasks to support Divisional priorities)

drive governance initiatives at the Branch level

ad-hoc administrative tasks.

DETAILED VACANCY INFORMATION

For detailed information about this role, including the job specific capabilities, please refer to the downloadable vacancy pack, which can be accessed by clicking the hyperlink at the bottom of this page.

ELIGIBILITY ADVICE & CANDIDATE NOTES

Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS) unless the Agency Head has agreed otherwise, in writing.

Successful applicants will be required to undergo the process to obtain and maintain, or continue to hold the required security clearance level for the role as indicated in the downloadable job pack. All Finance staff are required to have a minimum baseline security clearance prior to commencement.