PSL4 & PSL5 Executive Assistants

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Job Title: PSL4 & PSL5 Executive Assistants

Employment Type: Ongoing/Non-Ongoing

Classification: PSL4 and PSL5

The Department of Parliamentary Services (DPS) is recruiting for several high performing Executive Assistants at the PSL4 and PSL5 classifications.
 
As an Executive Assistant, you will manage the office of either an Assistant Secretary (SES Band 1) or First Assistant Secretary (SES Band 2). This includes managing calendars, coordinating meetings and events, preparation of correspondence, collating documentation, keeping accurate records, and making travel arrangements. You will also provide administrative support to the broader branch or division that you work in.
 
Our Executive Assistants are highly valued and have a number of career pathways available to advance their career in the department. They will also gain a unique insight into the diverse services offered by DPS including:

• information technology
• security and emergency management
• building maintenance and facilities management 
• library and research services
• art collections, curation and design integrity
• Hansard and broadcasting
• communications and media
• finance, corporate and strategic services
• catering and events, and 
• retail and visitor services.

We are seeking candidates who are self-starters, have good judgment, can build productive working relationships, enjoy working in a collaborative environment, and have excellent organisational skills. Experience working in partnership with senior executives and/or working with a diverse range of stakeholders will be highly valued. 

This recruitment process will be used to fill current ongoing and non-ongoing vacancies at the PSL4 and PSL5 classifications. A merit pool will be established through this process to fill any further similar vacancies.
 

Our ideal candidate will have: 

• strong customer service and interpersonal skills. 
• excellent coordination skills, including the ability to meet deadlines and manage priorities.
• ability to establish successful working relationships with a range of stakeholders.
• ability to maintain confidentiality and exercise discretion.
• high level organisational and communication skills.

Job Specific Requirements: 

• The successful candidates will be required to obtain and maintain a Baseline or Negative Vetting Level 1 security clearance.

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.

Classification: Parliamentary Service Level 4
 

Under limited/general direction undertake duties in accordance with the agreed standards for the PSL4 classification. The duties will include, but are not limited to, the following:

1. Provide high level administrative support to at least one SES Band 1. 

2. Manage the SES Officer/s email inbox, calendar, appointments, and associated briefing requests. 

3. Draft routine correspondence which may involve basic research or analysis.

4. Coordinate meetings including drafting agendas and collation of papers. 

5. Provide financial management support through credit card reconciliation, travel arrangements, stationary orders, processing invoices, and other simple procurement activities as required.

6. Manage office systems and records using Microsoft Office, PDMS and Content Manager 10.

7. Provide administrative to the Branch and/or Division as required.

8. Liaise with key internal and external stakeholders at all levels to build strong relationships across the department and with other relevant organisations.
 

Classification: Parliamentary Service Level 5 
 

Under limited/general direction undertake duties in accordance with the agreed standards for the PSL5 classification. The duties will include, but are not limited to, the following:

1. Provide high level administrative support to at least one SES Band 1 and/or SES Band 2. 

2. Manage the SES Officer/s email inbox, calendar, appointments, and associated briefing requests. This includes tracking tasks to ensure they are completed according to priority and deadlines.

3. Draft correspondence which may involve conducting research and input from other areas.

4. Coordinate meetings and provide secretariat support as required. This includes drafting agendas, taking minutes, preparing meeting papers, and keeping accurate meeting records. 

5. Provide financial management support through credit card reconciliation, travel arrangements, stationary orders, processing invoices, and other simple procurement activities as required.

6. Manage office systems and records using Microsoft Office, PDMS and Content Manager 10.

7. Provide administrative to the Branch and/or Division as required.

8. Liaise with key internal and external stakeholders to build strong relationships across the department and with other
 

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.

Please upload a 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 ILS Profile . Make sure to use relevant examples and accomplishments that demonstrate your ability to perform the role. 

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.

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 parking
• free gym membership and access to recreational facilities
• on-site childcare, banking services, post office, value-for-money dining options and more.

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. 

Department of Parliamentary Services acknowledge the traditional owners and custodians of country throughout Australia and acknowledge their continuing connection to land, waters and community. We pay our respects to the people, the cultures and the elders past, present and emerging.