Executive Assistant
Job Details
Job Title: Executive Assistant
Employment Type: Ongoing
Classification: Parliamentary Service Level 4
Closing Date: 11:30pm AEDT, 28 January 2025
Contact: Susy Cadona, 62778649, susy.cadona@aph.gov.au
The Opportunity
The Department of Parliamentary Services (DPS) is recruiting for a Parliamentary Service Level 4 Executive Assistant within Parliamentary Engagement Branch.
PEB is responsible for developing and delivering a broad range of engaging visitor experiences for parliamentarians, building occupants, visitors and schools to support the work of the Australian Parliament and enhance its status as an iconic building and location of national significance. By forging strong, enduring and respectful external and internal collaborations, we support the efficient and effective operation of Parliament House to ensure that the public can experience the heart of Australian democracy. Our branch is committed to being a sustainable, efficient and engaged team that embraces innovation and change to deliver exceptional client focus.
Reporting to the Executive Officer, the successful applicant will work with colleagues and diverse stakeholders and be committed to continuous improvement – using financial information and data from other sources to inform business operations and planning.
Who we are looking for
Our ideal candidate will be:
We are seeking an executive assistant to provide high level administrative support to the Acting Assistant Secretary PEB. The ideal candidate will demonstrate strong organisational skills, the ability to prioritise tasks, attention to detail, communication and collaboration skills and use sound judgment. Prior experience in administrative roles and providing support is desirable.
This is an exciting and critical role of the PEB team. If you believe that you are a good fit for DPS, are what we are looking for, and have the requisite skills, talent and aptitude to play a part in supporting our branch performance, we would like to hear from you.
Job Specific Requirements:
• Executive Assistant experience is highly regarded
• Experience working in government agencies would be desirable.
• The successful applicant will be required to obtain and maintain a Baseline Vetting (Protected/Restricted) security clearance.
At DPS, we acknowledge the value diversity brings. We are committed to building a diverse and inclusive workplace that ensures all our people can contribute to our shared purpose. We welcome applications from Aboriginal and Torres Strait Islander people, mature age people, people from diverse backgrounds and people with disability.
Duty Statement
Classification: Parliamentary Service Level 4
Branch: Parliamentary Engagement Branch
Immediate supervisor: Executive Officer, Parliamentary Engagement Branch
Under limited/general direction undertake duties in accordance with the agreed standards for the Parliamentary Service Level 4 classification. The duties will include, but are not limited to, the following:
1. Provide high level administrative support to the A/g Assistant Secretary and the Executive Support team.
2. Manage the office email inbox, calendar, appointments, and associated briefing requests.
3. Draft routine correspondence which may involve basic research or analysis.
4. Coordinate meetings including drafting agendas and collation of papers.
5. Provide financial management support through credit card reconciliation, travel arrangements, stationary orders, processing invoices, and other simple procurement activities as required.
6. Manage office systems and records using Microsoft Office, PDMS and Content Manager 11.
7. Provide administrative support to the Branch and/or Division as required. Liaise with internal and external stakeholders at all levels to build strong relationships across the department and with other relevant organisations.
Employees of DPS are required to be able, and to be seen to be able, to provide professional advice and services to all Senators and Members without favour or prejudice.
How to apply
Please upload a pitch (750 words maximum) describing how your skills and experience would contribute to the role and work of the department.
Your pitch is an opportunity to tell us why you want to work at DPS, why you are interested in the role and what you can offer in the role. Frame your pitch around the role description and relevant ILS Profile. Make sure to use relevant examples and accomplishments that demonstrate your ability to perform the role.
Our purpose and values
We proudly provide innovative, unified, and client-focused services to the Australian Parliament and parliamentarians. We are a values driven department, placing our values at the heart of everything we do; from our service offerings and decision making to our interactions with stakeholders and each other.
Our people are employed in a broad and unique range of professional, customer service and trade-based roles, all joined by a shared purpose: to make an enduring contribution to Australia’s parliamentary democracy. We have an inclusive workplace that reflects the diversity of the community we serve. While we come from all walks of life, we share a commitment to care for and protect our iconic workplace.
Every year, almost one million people visit Australian Parliament House to experience the parliamentary process, the building’s architecture, nationally significant art collections, events, tours, and food and dining experiences – all made possible by our people, who are active participants in an environment where no two days are the same.
What we can offer
Join our community based on innovative, unified, and client-focused services, where your skills and development will be nurtured. You will also enjoy:
• access to flexible work arrangements
• ongoing opportunities to learn and develop new capabilities
• a competitive remuneration package
• free secure underground parking
• free gym membership and access to recreational facilities
• on-site childcare, banking services, post office, value-for-money dining options and more.
Salary
Currently, the salary range for this position is $77,719 - $84,450 per annum.
Conditions of Employment
Employment opportunities at Department of Parliamentary Services are subject to a range of conditions prescribed in the Parliamentary Service Act 1999 which include:
• Australian citizenship – to be eligible for employment with DPS, applicants must be an Australian Citizen.
• Security clearance and character clearance – the preferred applicant will be required to obtain and maintain a security clearance at the level specified, as well as complete and be deemed suitable through a Nationally Coordinated Criminal History Check.
• Health assessment – a pre-employment health assessment will be required where there are physical or medical requirements for the role.