The Opportunity
This recruitment round is for expected vacancies across various divisions. The APS4 Executive Assistant provides administrative and executive support to Senior Executive Service (SES) officers. Key duties include managing calendars, coordinating meetings, and arranging domestic and international travel in compliance with ACIC policies.
The role involves front-of-office functions such as greeting visitors, handling calls, emails, and correspondence, and serving as a primary point of contact for stakeholders. Responsibilities also include preparing briefing packs, reports, maintaining records management systems, and assisting with branch-related tasks.
Role responsibilities
As an Executive Assistant, you will:
· Work closely with the Branch and Executive Assistant network to support the effective and efficient functioning of the Offices.
· Assist with the preparation of reports, correspondence, and submissions.
· Filter, record, monitor, and prioritise incoming and outgoing email and writing correspondence.
· Maintain the diary and appointment arrangements, including coordinating a range of meetings and activities.
· Act as a point of contact for the Offices for enquiries and approaches from external and internal stakeholders.
· Liaise with internal and external executives and their Offices.
A merit pool will be created to fill future vacancies, which have the same or similar requirements to this position. This merit pool will be valid for up to 18 months.
Your skills and capabilities
We invite applications from people with the following experience, skills and attributes:
· Ability to apply sound judgment in providing executive and administrative assistance to senior executives, managing diaries, organising conferences and meetings and collating required documentation
· Ability to provide administrative support and to research, manage multiple tasks, adapt to changing work priorities and deliver outcomes on time
· Well-developed communication skills and the ability to adapt to an audience both in written and oral form
· Ability to develop and maintain effective relationships with a wide range of internal and external stakeholders
· Strong team skills with the ability to transfer knowledge, support colleagues and contribute to team/organisational goals.
Desirable skills and experience
· Organisational skills and diary management.
· Excellent interpersonal skills, including the ability to develop and maintain productive working relationships.
· An ability to take initiative to improve current processes and practices.
· A professional approach at all times, operating within the boundaries of organisational processes with a high level of confidentiality and discretion.
Candidates are also encouraged to consider the following capabilities when preparing their application. You will be assessed on the below behaviours and the ability to demonstrate these capabilities in the context of the advertised position.
Supports strategic direction
· Supports shared purpose and direction: Understands and supports the organisation’s vision, mission and business objectives
· Harnesses information and opportunities: Draws on information from appropriate sources and works within agreed guidelines to make decisions about the use and dissemination of information
· Shows judgement, intelligence and common sense: Researches and analyses information and draws accurate conclusions based on evidence.
Achieves results
· Identifies and uses resources wisely: Monitors task progress against performance expectations to ensure deadlines are met and communicates outcomes to supervisor
· Applies and builds professional expertise: Applies and develops capabilities to meet performance expectations
· Takes responsibility for managing work projects to achieve results: Regularly seeks feedback from supervisor to gauge their satisfaction and incorporates this feedback into the performance of new tasks.
Supports productive working relationships
· Nurtures internal and external relationships: Develops and maintains positive relationships with team members
· Listens to, understands and recognises the needs of others: Operates as an effective member of the team and works collaboratively
· Shares learning and supports others: Understands and acts on constructive feedback.
Displays personal drive and integrity
· Demonstrates public service professionalism and probity: Adheres to the APS Values and Code of Conduct and consistently behaves in an honest, ethical and professional way
· Promotes and adopts a positive and balanced approach to work: Takes personal responsibility for accurate completion of work and seeks guidance when required
· Demonstrates self-awareness and a commitment to personal development: Reflects on own behaviours and work style and is aware of how they impact on others.
Communicates with influence
· Communicates clearly: Presents messages confidently
· Listens, understands and adapts to audience: Tailors communication style and language, according to the needs of individuals or the audience
· Negotiates confidently: Listens to differing ideas and views to develop a clear understanding of the issues.
For more information on the Integrated Leadership System (ILS), please review the guide to the Integrated Leadership System for APS 1–6 employees.
Eligibility
Citizenship
Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the APS, unless the agency head has agreed otherwise, in writing. For further information, contact the Recruitment Team at ***********@acic.gov.au.
Security clearance
Successful applicants will be required to obtain and maintain, or continue to hold, the required security clearance for this role. All ACIC employees are required to hold a minimum Negative Vetting 1 security clearance, unless otherwise specified. If you don’t already have a clearance, often you will be able to start with us while this is processing.
Organisational Suitability Assessment (OSA)
Given our role, powers and access to information, staff employed at the ACIC must also meet the highest integrity standards and accountability. Potential employees must satisfy an Organisational Suitability Assessment (OSA) prior to being offered a role. The OSA is specific to the ACIC and separate to the Security Clearance process. It involves character and background screening, as well as a psychological assessment. We encourage you to review our character standards before applying.
Medical assessment
The preferred applicant may be required to undergo a medical examination conducted by the ACIC’s preferred medical provider.