Secretariat

• APS 6 - $88,408 - $100,378 per annum plus superannuation
• Enterprise Strategy & Governance Division
• Canberra, ACT

• Support high profile executive committees.
• Work in a challenging, high-paced environment.
• Work in motivated and professional teams with a wide range of backgrounds and skill sets.

Who we are
The Enterprise Strategy and Governance Division works across the department to deliver services such as media and communications, engagement, governance, planning, reporting and risk management. The division provides direct support to the Minister’s office via the Parliamentary and Ministerial Services Team and manages Parliamentary and Cabinet business for the department. It also advises the executive and business areas on portfolio strategy, including developing and embedding the department’s strategic purpose, objectives, priorities, vision and values. We are leading an organisational capability uplift program and driving a more integrated approach to budget and financial planning and decision-making. The division is establishing a new Emergency Preparedness and Management Branch to create a hub for emergency management within the department and develop a whole-of-enterprise, all hazards emergency management model.
The Governance Branch is responsible for facilitating good governance across the department. This includes supporting our ministers and managing parliamentary business, corporate planning, performance and reporting, enterprise risk management and internal audit. The branch supports the department’s Senior Executive, Executive Board, governance committees and Audit and Risk Committee; supports staff to manage risk; promotes best practice program and project management; helps the department to build better business models.
Internal Audit's role includes monitoring, assessing and analysing organisational risks and controls and reviewing compliance with policies, procedures and legislation. Working in partnership with management, Internal Audit provides the Secretary, the Audit Committee and executive management with assurance that controls are effective, and risks are being managed or mitigated. The Corporate Secretariats Section provides professional, efficient, and effective administrative services to our stakeholders. Our staff are capable, engaging, experienced and attentive in their commitment to provide high-quality administrative services in a dynamic executive environment. Internal Audit and the Corporate Secretariats Section supports the department by providing high-level quality secretariat support to the Executive Committees, the advisory bodies to the Secretary, and its sub-committees.
The Job
Key duties of the positions include:

• providing secretariat support to departmental governance committees, including scheduling meetings; coordinating, collating, and distributing high-quality meeting papers; and drafting agenda papers and minutes often within strict deadlines
• maintaining appropriate and accurate meeting records, including actions and outcomes
• monitoring and reporting on the implementation of committee actions
• building and maintaining professional, constructive relationships with a wide range of internal and external stakeholders
• keeping stakeholders informed using a variety of tools.
• supporting Chairs and members of relevant governance committees, including retrieving relevant documents
• providing quality program, service, or policy interpretation to internal and external stakeholders to deliver positive outcomes.
• conducting research and analysis as required
• regularly reviewing and maintaining key committee documents including charters, workplans, protocols, and standard operating procedures
• providing administrative support for procurement processes, ongoing contract management and the tracking and payment of invoices
• additional functions identified by section managers.

Please note that the merit pool established through this selection process, which is valid for a period of eighteen months from the date the vacancy was advertised in the Public Service Gazette, may also be used to fill future ongoing vacancies in the department where the duties are of a similar nature.
What we are looking for
Knowledge and experience
We want high performing candidates who are seeking a challenging, high-paced environment in which to apply their knowledge and experience. You will be outcomes focussed, provide evidence-based advice, be accountable, adaptable, and manage competing priorities.
Successful applicants will have the following:

• demonstrated experience in a secretariat or similar role, and/or experience in briefing senior executives.
• proven ability to communicate professionally, and concisely with a wide range of stakeholders, both verbally and in writing, within strict deadlines
• experience working cooperatively and effectively across internal teams and engaging with internal and external stakeholders.
• experience in monitoring and reporting on status of internal and external review recommendations using systems such as the Parliamentary Document Management System (PDMS)
• strong organisation, project management and administrative skills.

Desirable qualifications
There are no mandatory qualifications for the roles on offer. Many of the skills we require are gained through a range of qualifications and work experience. Relevant qualifications in public administration or audit related fields are highly desirable but not essential.
For additional information, please read the Job Description below.