APS Level 4 - Executive Assistant, Office of Drug Control The Office of Drug Control , as part of the Department of Health and Aged Care, is seeking to fill the Executive Assistant position within the Office's executive support area. Outcomes of this recruitment may be used to fill other executive assistant positions across the Department.
To be successful in this role you will possess strong written and oral communication skills and the ability to build productive working relationships. You will be organised, adaptable to change and possess the ability to prioritise, multi-task and display a high level of accuracy and attention to detail. You will work collaboratively with others and demonstrate an ability to achieve results in a busy, fast paced environment.
The key duties of the position include: The Executive Assistant will provide a range of high-level administrative support services to the Assistant Secretary and the branch which includes, but is not limited to:
Acting as the first point of contact including greeting visitors, receiving, and responding to phone calls, emails and correspondence and ensuring a high level of customer service to all staff and external parties. Diary management including prioritising the Assistant Secretary's time and drawing attention to matters of priority. Coordinating meetings with internal and external stakeholders and ensuring the Assistant Secretary has all required information for meetings. Establishing effective working relationships and high standard of customer service. Engaging with branch staff and fostering a strong team focus. Liaising with internal staff and external agencies on matters relating to the work area. Preparing and/or quality assuring general correspondence and less complex documentation in accordance with departmental guidelines. Initiating and ordering supplies and equipment, processing accounts for payment and coordinating, collecting, and analysing information for monitoring purposes. Developing appropriate systems, procedures, and controls to enhance the accuracy, timeliness, and presentation of workflow within the branch. Respond to any coordination requests by due dates ensuring appropriate clearances have been adhered to. Organising, scheduling, and coordinating all travel arrangements, accommodation and supporting documentation for the Assistant Secretary. Undertaking less complex research for the Assistant Secretary. Assisting with coordinating branch/divisional administrative tasks (e.g. phone lists, leave register, senate estimates responses, property and accommodation). Undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy. Adhering to the APS Values and Code of Conduct. Demonstrating capability in line with the APS Integrated Leadership System (ILS) and Work Level Standards at the APS 4 level. To be eligible for employment with the Department of Health and Aged Care, applicants must be an Australian citizen at the time an offer of employment is made.
An applicant's suitability for employment with Health and Aged Care will also be assessed through a variety of pre-employment check processes , such as:
Satisfactory completion of a criminal history check, and where relevant, a Working with Children and Vulnerable People Check. Completion of a medical declaration and pre-employment medical (where required). Providing evidence of qualifications (where required). Obtaining and maintaining a security clearance at the required level. For this role applicants must be able to obtain and maintain a Baseline security clearance , or hold a current security clearance at an appropriate level.
Notes Applications close 11:30pm AEDT .
Applicants are asked to quote reference number 24-ODCDIV-26831 to assist when making an enquiry.
Employees perform their duties at one of the Department of Health and Aged Care (DoHAC) offices, in the locations specified in this advertisement. Remote working is possible and is negotiated with your manager on commencement. Flexibility can be negotiated with your manager to balance your personal and professional needs with the needs of your role and business area.
RecruitAbility applies to this vacancy. Under the RecruitAbility scheme you will be invited to participate in further assessment activity for the vacancy if you choose to apply under the scheme; declare you have a disability; and meet the minimum requirements for the job. For more information visit:
Getting to know the Department of Health and Aged Care The Department of Health and Aged Care is focused on achieving better health and wellbeing for all Australians. If you would like to join our team, and can meet our job requirements, we invite you to apply for a position with us to build better health, better care and better quality for all Australians. The department is committed to providing an inclusive and diverse workplace where the experiences, skills and perspectives of all individuals are valued. We actively encourage applications from diverse backgrounds and cultures, so we can better represent the community we serve. The department welcomes applications from Aboriginal and Torres Strait Islander people, people with disability, mature age people, people who identify as LGBTI+, and people with parenting and/or caring responsibilities.
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