Psl6 Executive Assistant/Business Manager

Job Details
Job Title: PSL6 Executive Assistant/Business Manager
Employment Type: Ongoing
Classification: Parliamentary Service Level 6
Closing Date: 11:30pm AEDT, 19 March 2024
Contact: Thao Le, 02 6277 2893, thao.le@aph.gov.au
The Opportunity
The Department of Parliamentary Services (DPS) is recruiting for a PSL6 Executive Assistant/Business Manager within its Finance and Property Services Division. The position will be filled on an ongoing basis.
The Finance and Property Services Division is responsible for broad range of functions that support the business of DPS:

• effective stewardship of Austalian Parliament House (APH), including providing maintenance services and delivery of the building's capital works program,
• developing asset maintenance programs to effectively maintain APH and the Parliamentary precinct,
• project and accommodation planning, including implementing best practice in procurement and contract management, and
• providing financial advice and services to the department.

We are seeking a high performing candidate to provide high level executive and administrative support to the First Assistant Secretary (FAS), Finance and Property Services, including email, diary and general office management. The Executive Assistant/Business Manager will work closely with the Director, Office of the FAS Finance and Property Services to manage the workflow of the office. The Executive Assistant/Business Manager role is varied and rewards initiative and collaboration. They will contribute to improving business processes, building and maintain relationships with key stakeholders, including the Office of the Secretary, and reviewing written briefs and correspondence.
The Executive Assistant/Business Manager will also be responsible for the management of the 25 National Circuit's accommodation arrangements, including the allocation of staff parking and access passes.
Who we are looking for
Our ideal candidate will have demonstrated ability to:

• set priorities, meet deadlines, work effectively under pressure in a fast-paced operational environment,
• deliver business efficiencies in a small team environment,
• build and maintain productive working relationships,
• work with the utmost discretion and confidentiality, and
• communicate effectively with influence

Job Specific Requirements:

• The successful applicant will be required to obtain and maintain a Negative Vetting 1 (Confidential/Highly Protected/Secret) security clearance.
• Experience as an executive assistant or similar office management roles.

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 6
Branch: N/A
Section: Office of the FAS Finance and Property Services
Immediate supervisor: Director, Office of the FAS Finance and Property Services
Under limited/general direction undertake duties in accordance with the agreed standards for the Parliamentary Service Level 6 classification. The duties will include, but are not limited to, the following:
1. Provide high-level executive and administrative support to the First Assistant Secretary, Finance and Property Services, including email, diary, and general office management.
2. Coordinate and review high-level communications, correspondence, briefs, submissions, and meeting notes to ensure the completeness, accuracy, and timely provision of information.
3. Provide financial management support through credit card reconciliation, stationary orders, processing invoices, and coordinating quotations as required.
4. Manage accommodation arrangements, including the allocation of staff parking and access passes.
5. Undertake basic research and analysis to support project, administration and/or coordination tasks.
6. Provide administrative and secretariat support to the Finance and Property Services Division as required, including maintaining and updating contact lists and organisational charts.
7. Proactively build and maintain collaborative partnerships with internal and external stakeholders, including the Office of the Secretary.
8. Mentor and coach junior Executive Assistants within the Finance and Property Services Division.
9. Undertake other duties as directed.
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 one page 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 . 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 $90,634 - $101,866 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.