AddressThe occupant will work closely with the Executive Officer to the Deputy Secretary and other senior executive offices, including the Office of the Secretary, other Deputy Secretaries, the Deputy President and Commissioners' offices to provide support and respond to requests for information relating to the work of the respective Group.
To be successful in this role you will possess excellent organisational skills, good written and oral communication skills and the ability to build productive working relationships. You will be adaptable to change and can prioritise, multi-task and display a high level of accuracy, attention to detail and initiative. You will work collaboratively, and demonstrate an ability to achieve results and perform additional duties or functions as directed.
The key duties of the position include
- 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 Deputy Secretary's time and drawing attention to matters of priority
- coordinating meetings with internal and external stakeholders and ensuring the Deputy Secretary has all the necessary 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 Deputy Secretary
- coordinate division/branch/group administrative tasks (e.g. phone lists, distribution lists, leave register, senate estimates responses, property and accommodation)
- undertake filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy
- actively participate in the Executive Assistant Network
- adhering to the APS Values and Code of Conduct.
