Security & Facilities Administration Officer

• Canberra, ACT
• Ongoing
• $79,890 - $84,287 + Superannuation

About the BranchThe Corporate Branch is responsible for delivering enabling services that support the effective and efficient operation of the agency and facilitates the agency’s compliance with legislation, policies and guidelines as a non-corporate Commonwealth entity.The branch complements the scheme-focus of other agency divisions by providing and facilitating strategic communications and client engagement through the agency’s website and contact centre.In addition, the branch supports efficient resource management and corporate accountability through functions such as financial management, performance reporting, parliamentary services, procurement, risk management and assurance, facilities management and human resource management.About the SectionThe Human Resources, Security and Facilities section is made up of the Human Resources team and the Security and Facilities team, both report to the General Manager, Human Resources, Facilities and Security.The Human Resources team supports the agency to achieve its objectives and purpose. It does this by providing business focussed people advice and support, with the goal of ensuring the agency will attract, retain and develop a highly skilled, motivated, and engaged workforce.We strive to continuously improve the quality of our services and ensure our workplace is one that respects and meets the needs of our staff and supports our corporate goals.The Security and Facilities team manages protective security as directed by the Protective Security Policy Framework (PSPF) to ensure the agency meets physical and personnel security requirements.The team also manages property and facilities in accordance with government and industry guidelines to support the safety, wellbeing and productivity of agency personnel.Role Responsibilities, Duties and QualificationsSpecific duties and responsibilities
Under limited direction, undertake routine to moderately complex general and security specific administration. This includes, but is not limited to:

• Conducting the operational and administrative management of personnel security onboarding and offboarding requirements including:

• Processing pre-employment suitability clearances, national criminal history checks and Australian Government Security Vetting Agency (AGSVA) clearance sponsorship and maintenance.
• Scheduling, coordinating and delivery of weekly security induction for new starters.
• Monitoring and management of physical access controls and eligibility of agency personnel, informed by employment status, security clearance status and ongoing suitability data.
• Establishing and maintaining accurate record keeping and calendar management using Microsoft Excel, MS Outlook and the agency Information Management System.
• Management and servicing of facilities and building maintenance related requests and requirements.
• Minor procurement and Goods Receipt administration and tasks in regard to premises, contracted services and staff amenities.

The Security and Facilities Administration Officer is a first point of contact for assistance and a trusted source of advice relating to security and facilities matters, within the agency, this requires:

• Establishing and maintaining collaborative relationships with internal and external stakeholders.
• Proactively managing the workload of the team by addressing routine to moderately complex enquiries and independently responding to internal and external queries through the group email inbox.
• Contributing to the improvement of business processes, including working with other team members and staff across the organisation to support key business and security outcomes.
• Maintenance and updating of written communications and instruments including sectional guidelines, procedures, forms and templates.

Role requirements/qualifications:
Mandatory

• Knowledge of, or the ability to quickly acquire an understanding of key principals of Government Security as outlined in the Australian Government Protective Security Policy Framework (PSPF) and applied through the work of the Human Resources, Security and Facilities Section.
• Previous experience in administration and/or customer service.
• Excellent attention to detail, data entry skills and proficiency with MS Excel to ensure consistency and accuracy of documentation and data.
• Strong written and verbal communication skills.
• Excellent organisational skills, including time management and dealing with competing priorities.
• Strong stakeholder engagement skills and the ability to liaise with internal and external stakeholders at various levels.
• Sound judgement and decision-making ability including critical thinking skills, to be able to analyse issues and to develop and articulate reasoned conclusions.
• A high level of integrity, discretion and ability to deal appropriately with confidential and sensitive personnel matters.

Desirable

• Qualifications and/or demonstrated experience in Government Security, including Personnel Security Vetting.
• Resilience and ability to work with an agile mindset, adapting to new and changing priorities.
• Self-awareness, high-level of initiative, flexibility and resourcefulness.
• Self-starter who works well independently and has a collaborative mindset to work as part of the team.

Applications will close 11:30pm, Thursday 16 May 2024.