The key duties of the position include:
The Role
The APS 5 Audit Management and Secretariat role supports governance and assurance activities by assisting the Assistant Director to deliver end to end secretariat support for the Operations, Risk and Governance Committee (ORGC) meetings. This includes preparing papers, coordinating meeting logistics, recording outcomes and tracking follow up actions. The role also manages monthly Defence Digital Group (DDG) Audit and Review recommendation updates, monitors remediation progress and facilitates extensions and closure of audit and review recommendations in line with governance requirements.
The position contributes to effective reporting and assurance through the Monthly Review Board dashboard, providing accurate and timely reporting on the status of open DDG Audit and Review recommendations and ORGC outcomes.
The role engages professionally with internal and external stakeholders on audit matters to obtain and provide information, liaises and negotiates to ensure a clear understanding of expectations and desired outcomes and keeps stakeholders informed of progress, risks and emerging issues.
About our Team
This team has two primary functions, Audit Management and Secretariat duties.
Audit Management duties:
* Liaising with internal and external stakeholders including the Australian National Audit Office and Defence Internal Audit to ensure the timely tracking of all audit recommendations assigned to DDG.
* Coordinating monthly requests across DDG to ensure remediation activities against external and internal Audit recommendations are progressing to schedule.
* Providing accurate and timely advice and support to DDG Governance Committees through the coordination and provision of briefings and information papers.
* Liaising with stakeholders to facilitate the submission of appropriate evidence required to complete and close audit recommendations.
* Coordinating and communicating requests for recommendation extensions.
* Coordinating ANAO request for information to ensure the provision of timely and appropriate evidence to support the completion of annual Defence Financial Statements Audit.
ORGC Secretariat duties:
* Coordinating requests for Committee papers (via the Parliamentary Document Management System (PDMS)) and engaging with stakeholders to ensure appropriate levels of detail are provided to the Committees.
* Management of meeting logistics, including: attendee invites and room bookings; distribution of Committee papers to members; subsequent consolidation, monitoring and tracking of committee action items; and ensuring progression and completion of action items.
* Drafting and distributing the record of meeting (minutes) in consultation with Chair.
Our Ideal Candidate
The ideal candidate will be a motivated and detail-oriented professional who is committed to supporting transparency, integrity, and effective governance within Defence. You will be comfortable working in a team environment and able to provide support to all members of the team where necessary.
This role is suited to someone who can manage and engage in routine but firm stakeholder interactions, is comfortable with frequent phone contact, and is able to consistently follow-up to ensure required information is provided on time.
Ideally you will have:
* Experience in completing secretariat duties including calendar and invitation management, group inbox management and minute taking.
* Familiar with the use of MS Teams for facilitating meetings, and managing team work loads.
* Excellent written communication skills with experience in drafting executive briefs, comprehensive minutes, responses to audit taskings and group emails.
* Experience in preparing committee papers, coordinating stakeholder input and organising distribution.
* Excellent time management skills with an ability to prioritise workloads during often busy periods.
* Ability to build productive working relationships with both internal and external stakeholders and contribute positively to team outcomes.
* On the job experience in Secretariat roles and/or administration will be well regarded.
Eligibility
Security Clearance:
Applicants must be able to obtain and maintain a security clearance at Negative Vetting Level 1.
Getting to know the Department of Defence
The Department of Defence employs around 18,000 Australian Public Service (APS) employees. Defence APS employees work in a wide variety of critical roles, Australia wide, enabling our three services Navy, Army and Air Force, to do their job. Defence has a range of Australian Public Service (APS) career opportunities that offer interesting, challenging, and unique work. Our workforce includes administrative support, accountants, intelligence analysts, engineers, policy advisors, graphic designers, lawyers, social workers, IT specialists and contract managers to name a few. We offer a rewarding career that includes professional development, work-life balance, recognition, a flexible and supportive work environment and a diverse workforce. To find out more about a career with Defence please visit https://www.defence.gov.au/jobs-careers