AddressThe primary role of the EA is to provide high level administrative support to the First Assistant Secretary, ensuring the effective and efficient operation of the division on a day-to-day basis. To succeed in this role, candidates will have great people skills, the ability to anticipate the needs of the First Assistant Secretary and demonstrate initiative, discretion, and confidentiality as well as flexibility and resilience.
The Early Childhood and Youth Group (ECY)
The Child Care Division, within the ECY Group, supports participation of families in work, training, study or volunteering and support children, especially those experiencing vulnerability and disadvantage, to access and attend quality early childhood education and care (ECEC) services that deliver sustainable, measurable outcomes. We deliver excellence in the development of evidence based ECEC policy advice and in program delivery and management.
The Schools Group
The National Reform Division, within the Schools Group, is responsible for supporting national school policy reform. The division is embarking on a new and exciting phase of work to deliver the Better and Fairer School Funding Agreement (BFSA) with states and territories (and other stakeholders) to ensure all schools get on a pathway to full and fair funding, with the most disadvantaged schools to receive additional funding first. The division also manages key intergovernmental and decision-making forums, including the Education Ministers Meeting (EMM) and Australian Education Senior Officials Committee (AESOC).
In addition, the EA works closely with the Division's Executive Officer to ensure a well organised and responsive FAS office and supports the Division Executive as required.
A merit pool will be established to fill vacancies for similar roles across the department over a 12-month period.
The key duties of the position include
The duties of the APS5 Executive Assistant role generally include, but are not limited to:
- providing administrative and executive support to the First Assistant Secretary (FAS) and Executive Officer (EO) as needed, including managing document workflow, coordinating information, secretariat support, drafting correspondence, diary management, telephone calls, inbox management including flagging urgent and sensitive emails, responding to meeting requests emails, organising and managing a variety of meetings and forums, including liaison with stakeholders and other government agencies.
- managing documents for the attention of the FAS, including tracking and clearance procedures in an effective and timely manner
- working with division staff to ensure that all correspondence is managed appropriately ensuring all deadlines are met
- coordinating the workflow of the office and undertaking more complex administration tasks
- supporting other APS4 EAs across the Division, developing, mentoring and working together to streamline processes to improve productivity and outcomes
- coordinating procurement activities and payment of invoices
- managing effective record keeping in accordance with departmental processes
- coordinating and tracking tasks, correspondence and Parliamentary briefings, including for Senates Estimates to meet required deadlines
- managing the Division's leave calendar, organisational chart, phone list, etc.
- assisting with onboarding, new starters and departing staff, if required
- arrange travel and accommodation for the FAS, including maintenance and reconciliation of the FAS' credit card.
