Aps 4 Executive Assistant

• Location: Melbourne, VIC
• Salary Range: $79,764 - $85,074 + Attractive Superannuation
• Contact Officer: Polly Francombe (03) 9284 6445 Polly.Frankcombe2@dva.gov.au

VEA Compensation and Support (VCS) is a multi-disciplinary branch responsible for the management and assessment of compensation claims and the divisional focus on procedures, planning and delegate learning and development. Our clients are serving and former defence force members, veterans and legatees. Depending on the dates and type of service, eligibility can fall under one or more of the applicable legislations.As Executive Assistant, you will work with Senior Executive Service (SES) officers to provide strategic and practical support as required to the Branch and/or Division.Executive Assistants work under general direction and are responsible for the delivery of timely, efficient and effective high level administration and executive support. You will manage front-of-office functions in a high volume environment, including managing diaries, appointments, organising meetings, workflow, and correspondence, collating documentation and coordinating travel.Previous experience working in a Public Service Executive Assistant environment will be highly regarded.Duties

• Acting as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence and ensuring a high level of customer service to all staff and external parties
• Diary management including prioritising the SES Officer’s time and drawing attention to matters of priority
• Coordinating meetings with internal and external stakeholders and ensuring the SES Officer has all required information for meetings
• Establishing effective working relationships and high standard of customer service
• Engaging with staff and fostering a strong team focus
• Liaising with internal staff and external agencies on matters relating to the work area
• Preparing and/or quality assuring general correspondence and less complex documentation in accordance with departmental guidelines
• Initiating and ordering supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes
• Developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch
• Organising, scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the SES Officer
• Undertaking less complex research for the SES Officer
• Assisting to coordinate division/branch/group administrative tasks (e.g. phone lists, distribution lists, leave register, senate estimates responses, property and accommodation)
• Undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy
• Adhering to the APS Values and Code of Conduct
• Demonstrating capability in line with the APS Integrated Leadership System (ILS) and Work Level Standards at the APS 4 level.

Eligibility

• Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS).
• All applicants external to DVA offered employment will be required to successfully undergo a pre-engagement screening check, even if they have a security clearance.
• The screening check is conducted in accordance with the Australian Government Protective Security Policy Framework requirements.

NotesThis recruitment process is being used to fill ongoing and/or non-ongoing position/s. For more information about the role, please see the Candidate Information Pack.Where a non-ongoing position is offered, the role will be filled for an initial specified term of up to18 months.A merit pool of suitable applicants may be created which may be used to fill future ongoing and non-ongoing vacancies should they become available over the next 18 months.Successful applicants engaged into the APS will be subject to a probation period.DVA embraces and fosters a culture that supports diversity, inclusion and respect, where people are empowered to fulfil their potential. We welcome people with diverse skills, experiences, perspectives and backgrounds. We are dedicated and committed to attracting and recruiting Aboriginal and Torres Strait Islander peoples and encourage applications from people with disability, people that identify as LGBTQIA+ and people from culturally and linguistically diverse backgrounds. Take on a rewarding, varied, and broad career with an Australian Public Service Department that can bring balance and flexibility to your working life, while supporting you to stay connected to your community.DVA is committed to improving the data skills and capability of our workforce to underpin our goal of becoming a leading data-driven organisation.RecruitAbility applies to this vacancy. Under the RecruitAbility scheme you will be invited to participate in further assessment activity for the vacancy if you choose to apply under the scheme; declare you have a disability; and meet the minimum requirements for the job. For more information visit: