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18-2021 - APS Level 3 - APS Level 5, Receptionist, Executive Assistant and Office Manager, State Offices

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Job number:
18-2021
Work type:
Full-time and Part-time
Location:
Melbourne, Sydney, Perth, Canberra
Categories:
Business, Administration

APS Level 3/4 – Receptionist / Administration Officer (Melbourne VIC, Sydney NSW)

The successful candidate will be the first point of contact for all staff, external stakeholders and visiting guests. Working closely with the Executive Assistant/ Office Manager, you will provide high level administrative and technical support to the office staff and play a key role in the everyday management of the office.

The key responsibilities include:

  • Meet and greet visitors and maintain sign in registers, including issuing staff, security and visitor access passes;
  • Monitoring and assisting with meeting room bookings, including room set up and providing support to external meetings (including Webex);
  • General office duties including, managing stationery and general housekeeping (manage kitchen, photocopiers and daily papers); and
  • Additional administration support to the Office Manager / Executive Assistants as required.


APS Level 5 – Executive Assistant (Melbourne VIC)

The successful candidates will provide executive assistance and administrative support for Senior Executive Service (SES) officer/s, divisional staff and/or other Executive Assistants. The duties will include undertaking a range of high level administrative tasks that support the Treasury business.

The key responsibilities include:

  • Managing the Senior Executive Staff/s offices, work schedules and all aspects associated with it, including prioritisation, diary management, coordination and allocation of work to team members;
  • Provide high level stakeholder engagement, stakeholder engagement system management and event management support;
  • Act as the first point of contact for the Senior Executive Staff/s office/s;
  • Coordinate meetings with staff and stakeholders, ensuring all pre- and post-meeting briefs are available;
  • Assist with the coordination of secretariat services for the Senior Executive Staff/s, including meeting planning, preparation, collation and distribution of papers, briefings and minute takings;
  • Working closely with the other administrative staff across Treasury, including contributing and maintaining administrative procedures, process and documentation;
  • Mentoring and supporting new and junior staff members (where appropriate);
  • Additional administration support to the Office Manager / Receptionist as required; and
  • Contributing to a healthy and safe working environment, modelling ethical behaviour and practices consistent with the APS Code of Conduct and APS Values.


APS Level 4/5 – Office Manager (Perth WA, Melbourne VIC)

The successful candidates will manage and oversee the day-to-day delivery of high quality, effective and efficient office responsibilities. The successful candidates will provide administrative support to the State Director and members of the Executive Team when interstate. Demonstrated experience in delivering high quality administrative tasks and organisational abilities in a high pressured environment is highly desirable.

The duties will include undertaking a range of high level executive assistance and administrative tasks that support the Treasury business.

The key responsibilities include:

  • Providing logistical support, correspondence management including email, telephone and diary management, records management, scheduling travel, accounts processing, accommodation coordination, facilities management, procurement and meeting and event management;
  • Responding to enquiries and providing sound administrative advice which influences decisions by others, identifying and escalating issues to senior staff members;
  • Using systems, computer based applications and other tools for office administration and drafting workplace documents e.g. emails, minutes, agendas and other correspondence;
  • Contributing to and maintaining information resources e.g. procedures, processes, documents;
  • Coordinating the activities that may relate to a program, project, initiative or specialist task, e.g. briefing packs, business cases;
  • Contributing to decision making and planning within the work area; and fostering and supporting the office’s goals and objectives;
  • Contributing to a healthy and safe working environment, modelling ethical behaviour and practices consistent with the APS Code of Conduct and APS Values;
  • As required (in the Perth office) Executive Assistant support to the State Director’s work schedule and all aspects associated with it, including prioritisation, diary management, coordination and allocation of work to team members; and
  • Additional administration support to the Executive Assistant / Receptionist as required.

Desirable Experience and Qualifications

The ideal candidate will have excellent customer service skills, combined with high levels of administrative and organisational abilities, well-developed oral and written communication skills and well developed time management skills, with the ability to develop positive working relationships with internal and external stakeholders.

We are looking for people with a can-do, positive attitude who are able to balance multiple competing priorities and meet timeframes in a high-pressure environment.

Experience as an Executive Assistant or administrative support is highly desirable.
A qualification in a relevant field (for example, office administration or business management) would be an advantage.

 
 

Download the selection criteria

Advertised: AUS Eastern Standard Time
Applications close: AUS Eastern Standard Time

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