Address
Form of work Ongoing & Non-ongoing initial period of up to 18 months, with possibility of extension, Full-time (Flexible working arrangements will be considered)
APS 4
Darwin, NT and Nhulunbuy, NT (other NIAA office locations in NT may also be considered)
Location: Darwin, NT and Nhulunbuy, NT (other NIAA office locations in NT may also be considered)
Application Closing Date: 02-Apr-2023
Classification
APS Level 4 ($72,403 - $77,432)
Employment Type
Ongoing & Non-ongoing
Flexible Work
Full-time (Flexible working arrangements will be considered)
The Opportunity
Are you an enthusiastic and highly organised individual with great people skills? Why not consider applying for an Executive Assistant (EA) role.
We are seeking applications to fill a number of Executive Assistant positions within Central Group. To support you in the role, we offer a specific NIAA Executive Assistant induction as well as guidance and mentorship from experienced Executive Assistants to help you learn and grow.
Within the role you will also work closely with our Executive Assistant and Executive Officer networks to actively build on your strengths and encourage a supportive culture for learning and development opportunities. As an Executive Assistant you will play an important role to ensure the smooth operational and day to day running of the work area whilst also providing high-level executive and administrative support to our NIAA senior leaders. This includes diary management, coordination of meetings and management of incoming communication.
As an Executive Assistant, you will actively participate in the NIAA Executive Assistant cohort and contribute to the NIAA’s organisational culture. Executive Assistants actively uphold and promote NIAA’s Values and Behaviours as well as the APS Code of Conduct and Values throughout the organisation.
This recruitment process will be used to fill a number of immediate vacancies and to establish a merit pool that can be accessed for a period of 18 months from the date of advertisement.
As an APS4 Executive Assistant you will support your Regional Manager/Branch Manager (SES Band 1) and coordinate the fast-paced, high volume administrative functions and operations of the Region/Branch. Essentially you will act as the first point of contact for the Regional/Branch Managers.
Duties generally include, but are not limited to:
Providing client services to internal and external stakeholders including assisting with enquiries, correspondence and operational issues
Proactive diary and email management, control and coordination of correspondence and other documentation (both electronic and paper based)
Coordinate meetings including drafting agendas, collation of papers, venue and catering
Coordinate travel arrangements including flights and accommodation
Assist in personnel support by helping with staff onboarding and offboarding
Assist with finance activities, including procurement, credit card reconciliation and compliance reporting
Undertake filing and records management functions ensuring records are accurate and complete.
Our Ideal Candidate
Our ideal candidates are self-starters, have good judgement, are organised, and results oriented.
As the ‘first point of contact for the office’, you will use your customer service skills to interact positively with a range of internal and external stakeholders. Administrative and/or Executive Assistant experience is desired but not required as long as you are willing to learn.
You will bring a proactive attitude to the workplace and show a demonstrated capacity to liaise effectively and work professionally with a diverse range of people. Your great attention to detail and ability to adapt to competing priorities will allow you to succeed in a fast paced working environment whilst using technology and operating in a flexible and dynamic workspace.
In addition, our ideal candidates will have (or the ability to learn and develop) the following skills and experience:
Ability to work within a fast paced environment with limited supervision
High level organisational skills and excellent time management with the ability to multi-task and work under pressure to meet deadlines • Good communication skills
Proven ability to negotiate and achieve outcomes even when faced with barriers and setbacks
Actively engage, anticipate and prepare for stakeholder needs, coupled with the ability to use initiative
Display high levels of professionalism, discretion, integrity and confidentiality
Be self-aware, culturally competent and foster respect and inclusion in the workplace
Understand and actively demonstrate the APS Code of Conduct and Values.
Additional allowances and benefits are applicable for NIAA staff based in the NT, in line with the NIAA Enterprise Agreement. The panel will be able to discuss these with you at interview.
Identified Position
This position is Identified which signifies that the role has strong involvement in matters relating to Aboriginal and Torres Strait Islander peoples.
This position is required to liaise with Aboriginal and Torres Strait Islander peoples, communities and service providers. You will require cultural competency, including:
understanding of the matters impacting Aboriginal and/or Torres Strait Islander peoples.
demonstrated ability to communicate sensitively and effectively with Aboriginal and/or Torres Strait Islander peoples.
demonstrated capability and commitment to continue to develop cultural competency.
Eligibility
To be eligible for this position you must be an Australian Citizen.
The successful candidate will be required to be assessed through our pre-employment screening checks, such as an Australian Criminal History Check.
Security Clearance Required
Baseline Vetting (Protected)
Contact Officer
Sally Howard on (02) 6152 3085 or sally.howard@niaa.gov.au
Please Note – This is an unclassified web based recruitment system so your application must not contain any classified or sensitive information. This includes in your one page pitch and resume.
